Flipp Book Class-8 new1

CHARTS Charts are the graphical representation of data. It can often be difficult to interpret Excel workbooks that contain a lot of data. Charts allow you to il- lustrate your workbook data graphically, which makes easy to visualize and compare trends to your audience or readers. Charts are created from data entered in the tabu- lar form on the worksheet. A chart is in the Ms- Excel is linked to data in the worksheet. If the data is modified, the charts will change automatically. Here it has shown worksheet of the sale and expenditure of a XYZ company for the last five years in tabular form, which is ready to present in charts. Microsoft Office Excel supports various types of charts. Lets discuss about some of the common charts: Line Chart A line graph is also called a line chart or run chart, which is a simple but powerful tool . Line Charts compare trends of data in the equal time interval. It is useful for illustrating the change in a value over a period of time. When you have many points to plot or data trends are more important, Selection of Line Chart is best for you, such as to show the demand and supply, revenue and expenditure, production and supply, measurement of temperature, etc Line graphs can include a single line for one data set, or multiple lines to compare two or more sets of data. Sample Line Chart of worksheet of XYZ company is given here : Smart Computer Science Book-8 145

Column Chart A column chart is a primary Excel chart type, which plots the data series with vertical columns and categorize are organized horizontally and illustrates the comparison among the items. Each data point is in a series represented by a column that rises from the x-axis. Selection of Column chart is good for you, If the height of individual series is more important than the trend in a series. Bar Charts A bar chart is one of Excel's primary chart types and a good choice for categorical data. Bar charts plot data using horizontal bars, so they are very easy to read be- cause the human eye can easily compare bars. It also illustrates comparison among each items like column chart but Bar chart organized values horizontally and catego- ries vertically, unlike column chart. Here, it is given bar charts of sales and revenue details of last five years of worksheet prepared of XYZ company. 146 Advance Features in Ms-Excel

Pie Chart A Pie Chart is a circle cut into different part or slices. Each part or slices of the circle represents a part of data. Pie Charts are excellent while comparing data for single series. It is a graphical representation used for presenting single series data into work- sheet. The Pie Charts are expressed in the form of percentage. Here is given pie chart for only sales of last five years of worksheet prepared of XYZ company. Area Chart An area chart is like as Line chart but there is no marking point, the area series of data plotted using lines below is filled. Area charts are a good way to show change over time with one data series. It offers a simple presentation that is easy to interpret at a glance. Here is a given an area chart for sales and revenue of last five years of work- sheet prepared of XYZ company. Smart Computer Science Book-8 147

Scatter Chart A scatter plot is a built-in chart type in Excel to show the relationship between two variables. It is useful to plot the relationships between linked set of num- bers such as height/weight, price/sales, income /expenditure, etc. You might use scatter charts, when your chart has many data points but there is no par- ticular trend in their rise and fall. Unlike a line chart, the x-axis of a scatter chart has numbers, not text labels. So, x-axis marks are spaced in the basis of values not spaced along the axis. Here is given area chart for sales and revenue of last five years of worksheet prepared of XYZ company. COMPONENTS OF CHARTS We have known that it is possible to create different types of charts in the MS- Excel. There are different types of components in charts which are shown in the given figure: Data Table : It is the set of data values in the tabular form from table is de- rived. X-Axis : It refers to the horizontal axis of the chart. It represents the cat- egory of the data. So, it is also called categories axis Axis Title : It is the vertical axis of the chart. It is also known as the value axis. The value of each data is pointed on this axis. 148 Advance Features in Ms-Excel

Chart Title : It is appeared in the top of the chart. It helps to audience or Legend readers to understand what about the chart represent. Grid lines Data Label : Legend indicates data series. A unique color pattern is assigned to each data series to make easier to understand when chart is visualized. : Gridlines extend from any horizontal and vertical axes across the plot area of the chart. It makes easier to identify the value of each data point on the chart. : The Data label provides the value of data series on the data point of the chart. Chart Title Gridline Y-Axis Axis Title Data Label Legend X-axis Axis Title Data Table HOW TO CREATE A CHART We are very much familiar with the chart, Charts types and components. Now, lets know how to create a chart in MS-Excel. To create a chart in Ms-Excel, follow the following steps: Smart Computer Science Book-8 149

Steps to Follow: Step-1 : Select the cells you want to chart, including the column titles and row labels. These cells will be the source data for the chart. In this example, cells range A1:C6 is selected. Step-2 : Click the Insert tab, From Chart group, click the drop down but- ton of desired Chart type. In this example, Column chart option is selected. You get the drop down chart option. Step-3 : Choose the desired chart type from the drop-down menu. The se- lected chart will be inserted in the worksheet as given. 150 Advance Features in Ms-Excel

Trick & TIPS • If you're not sure which type of chart to use, the Recommended Charts com- mand will suggest several different charts based on the source data. . CHART LAYOUT AND STYLE After inserting a chart, there are several things you may want to change about the way your data is displayed. It's easy to edit a chart's layout and style from the Design tab. Adding Charts Element Excel allows you to add chart elements, such as chart titles, legends, and data labels to make your chart easier to read. To add a chart element • On the Design tab, Click the Add Chart Element command then choose the desired element from the drop-down menu. Smart Computer Science Book-8 151

Editing Chart Element • To edit a chart element, like a chart title, simply double-click the place- holder and begin typing. Predefined Layout of Charts Elements If you don't want to add chart elements individually, you can use one of Excel's predefined layouts. 152 Advance Features in Ms-Excel

• Simply click the Quick Layout command, then choose the desired lay- out from the drop-down menu Chart Style Excel also includes several different chart styles, which allow you to quickly modify the look and fill up your chart. • To change the chart style, Click the Design tab, from Chart Styles group, click the desired style. Charts Formatting Shortcuts You can also use the chart formatting shortcut buttons to quickly add chart elements, change the chart style, and filter the chart data. Smart Computer Science Book-8 153

Chart Formatting Shortcut OTHER CHART OPTIONS There are many other ways to customize and organize your charts. For example, Excel allows you to rearrange a chart's data, change the chart type, and even move the chart to a different location in the workbook. To switch row and column data: Sometimes you may want to change the way charts group your data. For example, in the chart below, the Sales Revenue and Expenditure data are grouped by year, with columns for each category. However, we could switch the rows and columns so the chart will group the data by category, with columns for each year. In both cases, the chart contains the same data, it's just organized differently To switch the row/column, do the following : 154 Advance Features in Ms-Excel

Steps to Follow: Step-1 : Select the chart you want to modify. Step-2 : From the Design tab, select the Switch Row/Column command. Step-3 : The rows and columns will be switched. In our example, the data is now grouped by category, with columns for each year. Change the chart type: If you find your data isn't well suited to a certain chart, it's easy to switch to a new chart type. In this example, we'll change our chart from a Column chart to a Line chart. To change the Chart type, follow the following steps: Steps to Follow: Step-1 : Select the chart. Step-2 : From the Design tab, click the Change Chart Type command. Step-3 : The Change Chart Type dialog box will appear. Select a new chart Smart Computer Science Book-8 155

type and layout, then click OK. In our example, we'll choose a Line chart. Step-4 : The selected chart type will appear. In our example, the line chart makes it easier to see trends in the sales revenue and expenditure data over time. Move a chart to new Location Whenever you insert a new chart, it will appear as an object on the same worksheet that contains its source data. Alternatively, you can move the chart to a new worksheet to help keep your data organized. To move a chart in the new location, follow these steps: 156 Advance Features in Ms-Excel

Steps to Follow: Step-1 : Select the chart you want to move. Step-2 : Click the Design tab, then select the Move Chart command. Step-3 : The Move Chart dialog box will appear. Select the desired loca- tion for the chart. In our example, we'll choose to move it to a New sheet, giving the name Sales revenue and Expenditure. Step-4 : Click OK Step-5 : The chart will appear in the selected location. In our example, the chart now appears on a Sales Revenue and Expenditure work- sheet. KEEPING CHARTS UP TO DATE By default, when you add more data to your spreadsheet, the chart may not include the new data. To fix this, you can adjust the data range. For this work, follow the following steps: Smart Computer Science Book-8 157

Steps to Follow: Step-1 : Simply click the chart, and it will highlight the data range in your spreadsheet. Step-2 : Click and drag the handle in the low- er-right corner to change the data range. Step-3 : Start to type new data. Now, you can see new data set will be added in the chart. Automatic Up to date Chart If you frequently add more data to your spreadsheet, it may become tedious to update the data range. Luckily, there is an easier way that is simply format your source data as a table, then create a chart based on that table. When you add more data below the table, it will automatically be included in both the table and the chart, keeping everything consistent and up to date. To keep the up to date chart automatically, follow these steps: Steps to follow: Step-1 : Delete the existing chart. Step-2 : Select any cell data of the worksheet . Step-3 : Click the Home tab. Step-4 : From the Style group, click the Format as Table op- tion. 158 Advance Features in Ms-Excel

Step-5 : Choose any table style as you like from options list. Format as Table dialog box appears as given. Make sure the My table has headers should be checked or not. If there is header in the table, it must be checked otherwise unchecked it. Step-6 : Click the Ok button. Step-7 : Click the Insert tab, From Chart group, click the drop down but- ton of desired Chart type. Chart will be inserted as you select. Step-8 : Now, as you like to add more data in the table, chart will be up- dated automatically. INSERT COMBO CHART Combination charts in Excel let you present and compare two different data- sets that are related to each other in a single chart. When you create a regular chart in Excel, it usually has only one X-axis and Smart Computer Science Book-8 159

one Y-axis. But with combination charts, you can have two Y-axis, which al- lows you to have two different type of data points in the same chart. To insert the Combo Chart, follow these steps: Steps to follow: Step-1 : Prepare the worksheet Step-2 : Select data range. Here, it is selected cell range A1 : C6 Step-3 : Click the INSERT tab. In the Charts group, Click the The Recommended charts. The Insert Chart dialog box appears: 160 Advance Features in Ms-Excel

Step-4 : Click the All Charts tab. Step-5 : In the list of chart types, click Combo. Step-6 : For the Sales, select Clustered Column as the chart type. Step-7 : For the Expenditure, select Line as the chart type and click the Secondary Axis check box. Step-8 : Click Ok button. Set the appropriate title of the chart. Your chart looks like as given: Trick & TIPS • When you move the mouse pointer over a chart object, Excel displays a screen tip with component name. • You can see the CHART TOOLS with DESIGN and FORMAT tabs, When a charted is selected. If these items are not seen, it means Chart is not selected. • Column chart is not suitable, if you have many series of data points to plot, be- cause the chart would look crowded and would be difficult to interpret. Smart Computer Science Book-8 161

Lab Activities 1. The Computer teacher has as- signed a project work to Megha and her group to create the given work- sheet and they have to prepare the separate chart report in the follow- ing bases : a. Create just default a column chart with suitable style . b. Add charts elements such as : Axis Title, Chart Title, Data labels, Data Tables , Grid Lines and Legend. c. Format your charts with desired Predefined Layout d. Change the Chart type into line chart. e. Insert a combo chart. f. Prepare the column chart by switching row/Column g. Move the created chart in the new location. h. Set the automatic chart up to date feature in the worksheet, then add more two records and pre- pare the bar chart with appropriate chart elements. i. Prepare a scatter chart . j Prepare the line chart in desired line chart style with suitable chart elements k. Now, you have to take the decision which is the suitable chart for this data. Why is it suitable, give the reason. l. Prepare the Pie Chart of every rice items with chart elements: Chart Title, Data Labels and Legend. 162 Advance Features in Ms-Excel

INSERT SPARKLINE Sometimes you may want to analyze and view trends in your data without creating an entire chart. Sparklines are small charts that fit into a single cell. Because they are so compact, it's easy to include several sparklines in a workbook. Types of sparklines There are three different types of sparklines: Line, Column, and Win/Loss. Line and Column work the same as line and column charts. Win/Loss is simi- lar to Column, except it only shows whether each value is positive or negative instead of how high or low the values are. All three types can display mark- ers at important points, such as the highest and lowest points, to make them easier to read. Why use sparklines? Sparklines have certain advantages over charts. For example, let's say you have 1,000 rows of data. A traditional chart would have 1,000 data series to represent all of the rows, making relevant data difficult to find. But if you placed a sparkline on each row, it will be right next to its source data, making it easy to see relationships and trends for multiple data series at the same time. In the image below, the chart is extremely cluttered and difficult to follow, but the sparklines allow you to clearly follow each salesperson's data. Smart Computer Science Book-8 163

Chart Sparkline Sparklines are ideal for situations when you need a clear overview of the data at a glance and when you don't need all of the features of a full chart. On the other hand, charts are ideal for situations when you want to represent the data in greater detail, and they are often better for comparing different data series. To create sparklines: Generally, you will have one sparkline for each row, but you can create as many as you want in any location. Just like formulas, it is very easy to create a single sparkline and then use the fill handle to create sparklines for the ad- jacent rows. In this example, sparkline is created to help visualize trends in sales over time for each salesperson. Steps to Follow: Step-1 : Select the cells that will serve as the source data for the first spar- kline. In this example, it is selected the cell range C4:G4. 164 Advance Features in Ms-Excel

Step-2 : Click the Insert tab, then choose the desired Sparkline from the Sparklines group. In this example, select Line. Step-3 : The Create Sparklines dialog box will appear. Use the mouse to select the cell where the sparkline will appear, then click OK. In this example, select cell H4, and the cell reference will appear in the Location Range: field. Step-4 : The sparkline will appear in the specified cell. Step-5 : Click, hold, and drag the fill handle to create sparklines in adjacent cells. Sparklines will be created for the selected cells. Lets see, In this example, the sparklines show clear trends in sales over time for each salesperson in our worksheet. Smart Computer Science Book-8 165

MODIFYING SPARKLINES It is easy to change the way sparklines appear in your worksheet. Excel allows you to customize a sparkline's markers, style, type, and more. To Display Markers: Certain points on a sparkline can be indicated with markers, or dots, making the sparkline makes more readable. For example, in a line with a lot of ups and downs, it might be difficult to tell which values are the highest and lowest points. Markers make them easier to identify. To display Markers, follow the following steps: Steps to Follow: Step-1 : Select the sparkline(s) you want to change. If they are grouped in adjacent cells, you'll only need to click on one sparkline to select them all. Step-2 : From the Design tab, select the desired option(s) from the Show group. In this example, we select Markers. 166 Advance Features in Ms-Excel

Step-3 : Lets see Sparklines are updated as the selected markers. To Change the sparkline style Steps to Follow: Step-1 : Select the sparkline(s) you want to change. Step-2 : From the Design tab, click the More drop-down arrow. Step-3 : Choose the desired style from the drop-down menu. Step-4 : Lets see, the sparkline(s) is updated as selected style. Smart Computer Science Book-8 167

To change the sparkline type: Some sparkline types will be better suited for certain types of data. For example, Win/Loss is best suited for data where there could be positive and negative values such as profit & loss, temperature, etc. In such a case we should change the Sparkline type. Steps to Follow: Step-1 : Select the sparkline(s) you want to change. Step-2 : From the Design tab, select the desired Sparkline type. In this example, lets select Column. Step-3 : The sparkline(s) is updated to reflect the new type. 168 Advance Features in Ms-Excel

Changing the display range By default, each sparkline is scaled to fit the maximum and minimum values of its own data source: The maximum value will go to the top of the cell, while the minimum will go to the bottom. However, this doesn't show how high or low the values are when compared to the other sparklines. Excel allows you to modify the sparkline display range, which makes it easier to compare sparklines. To change the display range, follow these following steps: Steps to Follow: Step-1 : Select the sparklines you want to change. Step-2 : From the Design tab, click the Axis command. A drop-down menu will appear. Step-3 : Below Vertical Axis Minimum Value Options and Vertical Axis Maximum Value Options, select Same for All Sparklines. Sstep-4 : The sparklines will update to reflect the new display range. In this example, we use the sparklines to compare trends for each sales- person. Smart Computer Science Book-8 169

HOW TO DELETE SPARKLINE To delete sparkline, follow the following steps: Steps to Follow: Step-1 : Select the sparkline Step-2 : Just under the SPARKLINES TOOLS, click the Design tab. Step-3 : From the GROUP group, click the arrow next to Clear Step-4 : Click the Clear Selected Sparklines or Click the Clear Selected Sparklines group to delete the entire sparklines Trick & TIPS • The Quick Analysis button is a such tools which helps you to insert chart and Sparkline. It appears at the button right corner of the selected data range as given in the figure. 170 Advance Features in Ms-Excel

Lab Activities 1. Arpita is assigned a task to prepare the following worksheet and per- form the given task to prepare the report on the basis of following : a. Create a sparkline on the first row of data. b. Use the fill handle to create spar- klines for the remaining rows. c. Create markers for the High Point and Low Point. d. Change the sparkline type. e. Change the display range to make the sparklines easier to compare. Smart Computer Science Book-8 171

Points to Know • Conditional formatting refers to format the worksheet in the basis of condition which allows to format your worksheet when specified condition is matched . • Data sorting is an integral part of data analysis. • Sorting data helps you quickly visualize and understand your data better, organize and find the data that you want, and ultimately make more effective decisions. • Filtering refers to extract quickly and easily and work subset of data in a range. • IF( ) function checks the condition and returns the TRUE value if the condition you specified is true and the FALSE value if it is false. • You can combine the IF function with other logical functions such as AND, OR, NOT, etc. • The AND function returns TRUE, if all the conditions are matched . • The OR function returns TRUE if any of the condition is matched. • The NOT function returns TRUE if the condition is FALSE. • Charts are used to represent data in graphics form. Charts are visually more inter- esting and make it easy for us to analyze and compare trends in data. • Line Charts compare trends of data in the equal time interval. It is useful for illus- trating the change in a value over a period of time. • Column Chart plots the data series with vertical columns and categorize are orga- nized horizontally and illustrates the comparison among the items. It is suitable, if the height of data set is more important than trends. • Bar Chart also illustrates comparison among each items like column chart but Bar chart organized values horizontally and categories vertically, unlike column chart. • Pie Charts are excellent while comparing data for single series. Pie Chart is ex- pressed in percentage. • An area chart is like as Line chart but there is no markers point, but the area se- ries of data plotted using lines below is filled. Area charts are a good way to show change over time with one data series. • Scatter Charts is useful to plot the relationships between linked set of numbers such as height/weight, price/sales, income /expenditure, etc. • Sparklines are small charts that fit into a single cell. It will be right next to its source data, making it easy to see relationships and trends for multiple data series at the same time. It is more suitable for large number of data includes hundreds of rows. 172 Advance Features in Ms-Excel

Terms to Know Condition : Situation arise from certain clause. Data : Collection of raw fact information. Sorting : Arrangement in order. Ascending order : Keeping data in smaller to greater such as 1, 2, 3...., A, B, C.... Descending order : Keeping data in greater to smaller such as 3, 2, 1...., C, B, A.... Filter : Extract specified sub set of data . Logical : Test condition and return true or false Charts : Graphical representation of data Legend : Symbols that indicates an area of a chart that helps to describe each of the parts of chart. Data Table : Collection of data points from chart is derived Chart Area: : The Area where all chart components are found Data Label : A label which gives more information about data marker. Worksheet Objective Questions 1. Fill in the blanks: a. ............................ formatting refers to format your worksheet in the ba- sis of condition. b. Arrangement of data in alphabetical ............................ or ............................... order is known as sorting. c. ............................... refers to extract quickly and easily and work subset of data in a range. d. ............................... function checks the condition. Smart Computer Science Book-8 173

e. ............................. function returns true if all the conditions are true. f. .............................. function returns true if any one condition is true. g. .............................. function returns true if the condition is false. h. Charts are also called .................................. i. Filtering .......................... or .......................... data that you don't want to see. j. Win/Loss is best suited for data where there could be ....................... and ........................... values 2. State whether the following statements are true or false. a. Charts are used to represent data in tabular form. b. AND, OR and NOT are conditional functions. c. IF is a logical function. d. MS-Excel supports two types of filter. e. Sorting arranges data in ascending and descending order. f. You can not edit conditional formatting rule. f. Certain points on a sparkline can be indicated with markers, or dots which makes more readable. g. Sparkline is more suitable for small number of data set. h. Line Charts compare height of data in the equal time interval. i. Chart is good choice than Sparkline to present the details of the data set than j. You can create as many as you want in any location. 3. Choose the correct option: a. IF function can be combined by the following. i) AND ii) OR iii) NOT iv) All of them 174 Advance Features in Ms-Excel

b. Types of Sparkline. i) Line ii) Column iii) Win/Loss iv) All of them c. Combo Chart has . i) Tow X-Zxis ii) Two Y-Axis iii) One Y-Axis iv) All of them d. Best choice of your to plot the data for a single data series i) Column ii) Line iii) Bar iv) Pie e. We use to get the additional information about a data point on a chart. i) Data Table ii) Data Label iii) Legend iv) Gridlines f. Tabs appear under the CHART TOOLS on the ribbon. i) Design ii) LAOUT iii) FORMAT iv) Both i) and iii) g. To move chart in the new location, You have to click the MOVE CHART option in the group : i) Location ii) Type iii) Data iv) Chart Styles h. Shortcut buttons appear at the top-right corner of a chart: i) Chart Style ii) Chart Filters iii) Chart Elements iv) All of these i. The Quick Analysis button appears at the....................... of the selected data range: i) Button right Corner ii) Top right Corner iii) Button left Corner iv) Top left Corner j. Switch Row/Column command is within the .................... group of De- sign tab : i) Charts Laouts ii) Location iii) Data iv) Type k. You can also use the chart formatting shortcut buttons to quickly: i) add chart elements ii) change the chart style iii) filter the chart data. iV) All of these l. Column chart organized the categories in : Smart Computer Science Book-8 175

i) Vertically ii) Horizontally iii) Both of these iv) None of these m. Bar chart organizes the Values in : i) Vertically ii) Horizontally iii) Both of these iv) None of these n. Column chart organizes the values in : i) Vertically ii) Horizontally iii) Both of these iv) None of these o. Bar chart organizes the categories in : i) Vertically ii) Horizontally iii) Both of these iv) None of these p. The x-Axis of a scatter chart has : i) Numbers ii) Labels iii) Both of these iv) None of these Descriptive Questions 1. Answer the following questions: a. What do you mean by conditional formatting? b. What is data sorting? c. How does data sorting feature help you? d. Why do you use data filtering? How is it different from sorting? e. What do you mean by multiple column filtering ? f. What is custom filtering ? g. Why do you use IF function ? h. Describe the logical function AND, OR and NOT. i. Why do you create chart ? j. Write the similarities and differences between bar and column chart. k. Describe the possible components of a chart. l. What is Combo chart ? How do you create combo chart ? m. What is sparkline? How is it different with chart ? n. What is Quick Analysis button? Write the steps to create line chart using Quick Analysis button. o. How do you remove filtering ? p. How do you remove sparkline ? 176 Advance Features in Ms-Excel

Analytical Case Study Questions: 1. Let's consider the following worksheet then answer the following questions: a. Which type of formatting is applied ? b. Which tab and group have this formatting feature is ? c. How is it possible to clear this formatting from the worksheet? 2. Zindal has prepared the following worksheet: a. What Zindal should do so that the name is started A is in the top and Z is in the last ? b. What Zindal has to do to display all Male students before then female ? c. How is it possible to group, first section B and A of class VII then Class VIII with section B and A. d. Where does Zindal get the options to perform these tasks? Smart Computer Science Book-8 177

3. The Computer science teacher has assigned a task to Bidhu to prepare the following worksheet, and write the command to find out the eligible and not eligible student to study the computer science: a. If all the three subject marks above or equal to 80, eligible otherwise not eli- gible. b. If any one subject marks above 95, eligible otherwise not eligible . c. If all the subject marks not below 85, eligible otherwise eligible . 4. Bidhu and pranu have prepared the following worksheet: a. Which feature is applied so that drop down arrow is shown in the column heading ? 178 Advance Features in Ms-Excel

b. How is it possible to turn off this feature ? c. How do Bidhu and Pranu list out except red and Green house ? d. Is it possible to list out the records of Girls in yellow house of section A in Class VIII? If yes, how? e. How do you list out the records having A is the first character of name? 5. Nandita has prepared the given worksheet and its pie chart: a. Why has Nandita decided to create pie chart ? b. What is called of city names and symbols placed on left hand side of chart ? c. How does she place the city name with its symbol on left side of the chart? c. How is it possible to change the Chart Title name as Temperature.? d. She doesn't know how to place the temperature value in the center point of respective area? How is it possible e. Now, she is intended to see this chart on the 3D face, How is it ? f. Now she is interested to change the chart type. Which one do you suggest to change? How is it possible? g. Is it can be changed into spark line ? Why ? h. Could she take out the larg area of chart slightly outside? How ? i. She likes to move this chart in new location. How is it possible? Smart Computer Science Book-8 179

6. Consider the following worksheet and respective chart prepared by Bhuni- ya and Bhurka. s a. Is it the best choice of Chart type ? b. Is there any problem in the arrangement of values and categories? If you are getting problem how would you solve? c. What may be the suitable title for this chart? How would they edit it ? d. How could they change the Chart Style in short cut method? e. If they have to change the Layout of this chart, how do they proceed ? f If you want to display marks in each categories of each student, what would you do ? g. How do you change this column chart in 3D face ? h. To add the Axis Title in this chart, what steps they should follow? 180 Advance Features in Ms-Excel

7. Consider the following worksheet prepared by Babana Danuwar: a. Is the chart displayed in the worksheet most suitable ? Give reason. b. How could he insert this chart ? Write steps. c Where would you get the options to set the markers ? d. Let's see, the maximum and minimum marks of different rows are extremely top and bottom. It has not considered the marks, due to this, it can't be com- pared. How would you solve this problem. Write steps in details. e. Babana wants to change the style of Sparkline, how should he proceed ? f. Is the Line type of Sparkline Chart suitable ? Give reason. g. Babana has to add some more records, after adding he wants up to date his chart itself. To set this feature, how should he proceed ? h. The records are being frequently added or deleted in this worksheet, Babana wants to auto update the chart when he insert or delete records. For this, how would he go ahead Smart Computer Science Book-8 181

Lab Project Work-1 1. Prepare the given worksheet for the MITTA IT Solution & Support company. The company wants to see the varieties of reports in the fol- lowing bases: a. Using the conditional formatting feature, mark the sal- ary value with red color, whose salary is below 25000. b. Extract the report with arranging the name in alphabeti- cal order. c. Company needs to list the data in alphabetical order on the fields gender and post. d. List out the female employees. e. List out the male employees who work in marketing de- partment. f. List the records whose salary is between 20000 to 30000 thousands. g. List out the top three records on the basis of salary. h. Company has decided to provided bonus for the past fiscal year in the basis of flowing condition: Salary Bonus >30000 5% of Salary Between 20000 - 30000 8% of salary <20000 10 % of salary 182 Advance Features in Ms-Excel

Lab Project Work-2 1. Prepare the following Grade-Sheet in the basis of following conditions: For calculation of Grade For calculation of Grade Point Total Grade GP= Total marks/100*4 >=90 A+ >=80 A >=70 B+ >=60 B >=50 C+ >=40 C Smart Computer Science Book-8 183

Lab Project Work-3 1. Prepare the given worksheet which is the month- ly expenditure of a small middle class family, then display the worksheet data in : a. Pie Chart b. Bar Graph c. Area Chart d. Scatter Chart e. Line Chart 2 Which is the best chart presentation ? Write your views. 3. Nepal Government has implemented the advertisement policy over the five years to increase the admission rate of children in School. In the end of final year, the result is obtained in thousand as follows : a. Prepare the above worksheet , then present data set in the following charts with details chart elements: b. Bar Graph c. Area Chart d. Scatter Chart e. Line Chart f. 3D column graph g. 3D Bar Graph h. Sparkline 4 Which is the best chart presentation ? Write your vies. 184 Advance Features in Ms-Excel

Presentation Software CHAPTER 8 Juna : I saw an amazing pre- This chapter includes: sentation that included things, such as Table, • Insert Table, Chart, Date/ Chart, animation, video Time Header and Footer. many more. How is it possible Ma'am? • Slide Transition & animation • Record Narration Muna : Of course, why not, We • Rehearse Timing. learn here about ad- • Speaker Note vance features of MS- • Package presentation Powerpoint. • Print Presentation Juna : I also saw about new technique during the running pre- sentation, such as narration, rehearse Timing, speaker note, etc . Muna : Yes, these are included in this chapter too. Along with these, we will learn, how to package and print the presen- tation. INSERT TABLE IN SLIDE 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 are useful for vari- ous tasks, such as presenting text information and numerical data. You can even customize tables to fit your presentation. To insert the Table, Follow the following steps: Smart Computer Science Book-8 185

Steps to Follow: Step-1 : Click the slide where you want to place the table. The table will ap- pear. Step-2 : From the INSERT tab, click the Table command. Step-3 : A drop-down menu containing a grid of squares will appear. Hover the mouse over the grid to select the number of columns and rows in the table. Step-4 : Click anywhere in the table, and begin typing to add table data. or You can also use the following technique to insert Table: • Click 'Insert Table' and type number of row and column. • Click Draw table and draw row and column • Click 'Excel Spreadsheet' and enter data. or You can also insert a table by clicking the Insert Table command in a placeholder. INSERT CHARTS A chart is a tool you can use to communicate data graphically. Including a chart in a presentation allows your audience to see the meaning behind the numbers, which makes it easy to visualize comparisons and trends. When 186 Presentation Software

you want to create a chart or change an existing chart, you can choose from a wide range of chart subtypes available. To insert the chart in the presentation, follow the following steps: Steps to Follow: Step-1 : Select the INSERT tab, from the Illustrations group click the Chart com- mand. Step-2 : A dialog box will appear. Select a category from the left pane, and review the charts that appear in the right pane. Step-3 : Select the desired chart, then click OK. Step-4 : A chart and a spreadsheet will appear. The data that appears in the spread- Smart Computer Science Book-8 187

sheet is placeholder source data you will replace with your own informa- tion. The source data is used to create the chart. Step-5 : Enter data into the worksheet. Step-6 : If necessary, click and drag the lower-right corner of the blue line to in- crease or decrease the data range for rows and columns. Only the data enclosed by the blue lines will appear in the chart. Step-7 : When you're done, click the X to close the spreadsheet. Step-8 : The chart will be completed. 188 Presentation Software

Lab Activities 1. Anurag has to prepare a presentation about the History of Computer. One of the slides prepared by Anurag is given below. Now imagine, how could he create this slide, You also create this slide as Anurag. 2. Susmita has to prepare a presentation about the Sales activities over the last three quarters. she has to create one of the slides as given below. How could you help her to prepare this slide ? Smart Computer Science Book-8 189

SET SLIDE TRANSITIONS If you've ever seen a PowerPoint presentation that had special effects be- tween each slide, you've seen slide transitions. A transition can be as simple as fading to the next slide or as flashy as an eye-catching effect. PowerPoint makes it easy to apply transitions to some or all of your slides, giving your presentation a polished and professional look. Steps to follow: Step-1 : Select the desired slide from the Slide Navigation pane. This is the slide that will appear after the transition. Step-2 : Click the TRANSITIONS tab, then locate the Transition to This Slide group. By default, None is applied to each slide. Step-3 : Click the More drop-down arrow to display all transitions. Step-4 : Click a transition to apply it to the selected slide. This will automati- cally preview the transition. Step-5 : In the Timing group, to can adjust following: a. To set the sound, click the arrow next to Sound then click the Sound you want add. b. Set the Duration as you like. c. If you want to set this transition for all the slides in the presentation, Click 'Apply To All' . d. To set the Advance features, do the following: • If you want the slide to wait on the screen till the user clicks the mouse or press a key, Checked the mark on Mouse Click . • Check After to adjust the time, if you want the next slide to ap- pear after a certain duration automatically. 190 Presentation Software

Trick & TIPS • You can set different transition styles for each slide in the presentation. • If you want to see how a transition will look in the slide show, click the 'Preview' button. It will be activated when you apply a transition effect to a slide. SET ANIMATION In PowerPoint, you can animate text and objects such as clip art, shapes, and pictures. Animation or movement on the slide can be used to draw the audi- ence's attention to specific content or to make the slide easier to read. To set the animation in the presentation, do the following: Steps to Follow: Step-1 : Select 'Object' in the slide Step-2 : On the Animations tab, in the Animation group click the More drop-down arrow. Step-3 : A drop-down menu of animation effects will appear. Select the desired ef- fect from the following group: • Entrance : Effect for how the object will enter the slide. • Emphasis : Effect for when the object is on the slide • Exit : effect for the object to leave the slide • Motion Path : Effect to make the object move in a specified pattern on the slide. Step-4 : The effect will apply to the object. The object will have a small number next to it to show that it has an animation. In the Slide pane, a star symbol also will appear next to the slide. Step-5 : In this way you can add animation to other text or objects on the same Smart Computer Science Book-8 191

slide. They will be numbered 2, 3, 4..... and run in this sequence. Step-6 : You can add more animation to the same slide Step-7 : If you are willing to set the timing attributes, when an animation will start, Click the drop-down menu arrow of the Start box in the Timing group. Then select the desired option: • On click : To begin the animation, after you click on the slide. • With Previous : To begin animation at the same time as the previous one. • After Previous : To begin animation immediately after the previous one. Step-8 : If you want to change the order of the animation: Select the animation, then in the Timing group, click the Move Earlier or Move Later option of Record Animation Trick & TIPS • You can preview the animation by clicking the Preview button. • If the Auto Preview option of the Preview menu is checked, you see the preview of animation after you create or modify the animation. • You can add multiple animation in the same object, by clicking 'Add Animation' option. • To delete Animation effect, just select and and press Del key START SLIDE SHOW Once your slide show is complete, you'll need to learn how to present it to an audience. PowerPoint offers several tools and features to help make your presentation smooth, engaging, and professional. To start your slide show, follow these steps: 192 Presentation Software

Steps to Follow: Step-1 : Click on 'Slide Show' tab. Step-2 : Find the 'Start Slide Show' group. Step-3 : You get three option in this group. According to your wish, you can select one. • From Beginning : You can press F5 key form keyboard for this option. • From Current Slide : You can press Shift+F5 key form keyboard for this option. • Custom Slide Show : To select which slides to include in the slide show. Fast Access Click the Start From Beginning command on the Quick Access Toolbar To Move forward and backward: • To move next to the slide, Click mouse button, pressing the spacebar or arrow key. • To move the previous slide, press the back space key or hover the mouse over the left or right button to move previous or net slide respectively. To stop the Slide Show: • Press the Esc key. or • Click the Slide show options button in the buttom-left corner, then select End Show . INSERT FOOTER WITH DATE AND TIME Footers generally contain additional information such as Slide numbers, Dates, and Time an Footer which can help keep longer documents organized and make them easier to read. Text entered in the footer will appear on each page of slide show. Steps to Follow: Step-1 : Click on ‘Insert' Tab. Step-2 : Find the Text group, Click on ‘Header & Footer’ option. Step-3 : Make selection as given in the dialog box. Smart Computer Science Book-8 193

• Date and time • Update automatically • Slide number • Footer • Don't show on the title slide Step-4 : Click on 'Apply to All’ RECORD NARRATION The record narration is a feature which is useful for making a self-running presentation or a video. Your mouse won't show up on screen in recorded slide shows, so if you want to point out details on screen you can use PowerPoint's laser pointer option. Steps to Follow: Step-1 : Click the 'Slide Show' tab. Step-2 : Form the 'Set up' group, click the 'Record Narration' drop down option option. Se- 194 Presentation Software