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u Create personalized mailings to multiple recipients without repetitive typing. u Make information in long documents accessible by compiling tables of contents, indexes, and bibliographies. 3.4.1 Components of a document window Figure 3.1 : Components of Microsoft Word window 1. Microsoft Office Button : A button that provides access to menu commands in Word. The Microsoft Office Button replaces the File button in previous versions. Here is where you will find commonly known features such as New, Open, Save, Print and Recent Documents. 2. Quick Access Toolbar : A customizable toolbar at the top of an active document. By default the Quick Access Toolbar displays the Save, Undo, and Repeat buttons and is used for easy access to frequently used commands. To customize this toolbar click on the dropdown arrow and select the commands you want to add. Figure 3.2 : Quick Access Toolbar 3. Tab : An area on the Ribbon that contains buttons that are organized in groups. The default tabs are Home, Insert, Page Layout, Reference, Mailings, Review and View. 4. Title Bar : A horizontal bar at the top of an active document. This bar displays the name of the document and application. At the right end of the Title Bar is the Minimize, Restore and Close buttons. 41

5. Groups Categories : A Group of buttons on a tab those are exposed and easily accessible. These buttons were formally embedded in menus on the Menu Bar. 6. Ribbon : An area across the top of the screen that makes almost all the capabilities of Word available in a single area. The Ribbon replaces the menus and toolbars in previous versions. The Ribbon exposes most of the features that used to be hidden in File menus. The Ribbon makes it easier to see and find commands to format your document. 7. Dialog Box Launcher : A button that launches a dialog box containing options for refining a command. 8. Status Bar : A horizontal bar at the bottom of an active window that gives details about the active document. 9. View Toolbar : A toolbar that enables, adjusts, and displays different views of a document’s content. 10. Zoom Button : A button that magnifies or reduces the contents in the document window. 3.4.2 Working with Ms-Word Step 1 : From the desktop or from your ‘Start’ menu, open Microsoft Word. Step 2 : Click either File or the Office button at the top left. Select Open and browse to the document you wish to open. Double-click on it with your left-hand mouse button to open it. 3.4.3 To create a new document 1) Click the Microsoft Office Button 2) Click New 3) Select Blank Document 4) Click on Create 3.4.4 To Save a document l Left-click the Microsoft Office button. l Select Save or Save As. Ü Save As allows you to name the file and choose a location to save the spreadsheet. Choose Save As if you’d like to save the file for the first time or if you’d like to save the file as a different name. Ü Select Save if the file has already been named. 42

3.4.5 Navigating in a Document The following table lists ways to navigate in a document using your keyboard to move the in- sertion point in an active document: To move the insertion point Keyboard key Left one character Left Arroww Right one character Right Arrow Down one line Down Arrow Up one line Up Arrow Left one word CTRL + Left Arrow Right One Word CTRL + Right Arrow To the beginning of the current line Home To the end of the current line End To the beginning of the document CTRL + Home To the end of the document CTRL + End To the beginning of the previous page CTRL + Page Up To the beginning of the next page CTRL + Page Down Up one screen Page Up Down one screen Page Down 3.4.6 To Display Different Views 1) Click the View tab, in the Documents Views group 2) Click on the desired view Figure 3.3 : Different views OR l Click a View Button on the View Toolbar in the lower right corner of the Status Bar. Figure 3.4 : View Button 43

l Print Layout View : Shows a document as it appears on a printed page. l Full Screen Reading View: Displays as much of the content of the document as will fit in the screen. l Web Layout View: Shows a document as it appears in a web browser. l Outline View: Shows the structure of a document, which consist of heading and body text. l Draft View: Displays the content of a document with a basic layout. 3.4.7 Editing documents l Selecting Text Select a word Click and drag or double-click on the word Select a sentence Click and drag or click in the sentence while holding down the CTRL key Select a paragraph Click and drag or triple-click in the paragraph or dou- ble-click in the selection area to the left of the para- graph Select a block of text Click and drag or click to the left of the first word, hold down the SHIFT key, and then immediately click to the right of the last word Select a line Click and drag or click in the selection to the left of the line Select an entire document Triple-click in the selection area or hit the CTRL + A keys 3.4.8 Cut, Copy and Paste Often times you will need to move text from one location in a document to another, or to a different application. In this case you will perform a Cut and Paste. To reproduce a specific part of a document and place it elsewhere, you will perform a Copy and Paste. l To Cut Text : 1) Select the text you want to move 2) Click on the Cut icon located on the Home tab in the Clipboard group l To Copy Text : Figure 3.5 : Cut, Copy and Paste options 1) Select the text you want to copy 2) Click on the Copy icon located on the Home tab in the Clipboard group 44

l To Paste Text : 1) Click in the area of the document where you want to paste your text 2) Click on the Paste icon located on the Home tab in the Clipboard group 3.4.9 Deleting Text When deleting text in your document you can either use the Delete key or the Backspace key. The Delete key deletes text to the right of your cursor while the Backspace key deletes text to the left of your cursor. 3.4.10 Formatting a document Document formatting refers to the way a document is laid out on the page—the way it looks and is visually organized—and it addresses things like font selection, font size and presentation (like bold or italics), spacing, margins, alignment, columns, indentation, and lists. Word has two basic types of Word document formatting styles: Character or font formatting in- cludes selecting a font, a font size, bold or italics, and so on and Paragraph Styles which apply to a minimum of an entire paragraph, and contain paragraph formatting (alignment, indents, etc.) l The benefits of formatting are that : Ü the document will have a clear and consistent layout. Ü automated tables of contents for headings, tables and figures can easily be inserted and updated. Ü styles can be set to ensure that a heading stays with the text that follows it. 3.4.11 Formatting Text To create and design effective documents, you need to know how to format text. In addition to making your document more appealing, formatted text can draw the reader’s attention to specific parts of the document and help communicate your message. l To format font size : Ü Select the text you want to modify. Ü Left-click the drop-down arrow next to the font size box on the Home tab. The font size drop-down menu appears. Ü Move your cursor over the various font sizes. A live preview of the font size will appear in the document. Ü Left-click the font size you want to use. The font size will change in the document. Figure 3.6 : Font Size 45

l To format font style : Figure 3.7 : Font style Ü Select the text you want to modify. Ü Left-click the drop-down arrow next to the font style box on the Home tab. The font style drop-down menu appears. Ü Move your cursor over the various font styles. A live pre- view of the font will appear in the document. Ü Left-click the font style you want to use. The font style will change in the document. l To format font color : Ü Select the text you want to modify. Ü Left-click the drop-down arrow next to the font color box on the Home tab. The font color menu appears. Ü Move your cursor over the various font colors. A live preview of the color will appear in the document. Ü Left-click the font color you want to use. The font color will change in the document. Figure 3.8 : Font color NOTE : Your color choices aren’t limited to the drop-down menu that appears. Select More Colors at the bottom of the list to access the Colors dialog box. Choose the color you want, and then click OK. You can also format font size, font style and font colour using the Font Dialog Box Launcher. 3.4.12 To use the Bold, Italic, and Underline commands Figure 3.9 : Font Dialog Box l Select the text you want to modify. Figure 3.10 : Font style commands l Click the Bold, Italic, or Underline command in the Font group on the Home tab. 46

l To change the text case : Ü Select the text you want to modify. Ü Click the Change Case command in the Font group on the Home tab. Ü Select one of the case options from the list. Figure 3.11 : Text Case 3.4.13 Paragraph formatting In Word, the term ‘paragraph’ means any amount of text, graphics, objects, or other items that are followed by a paragraph mark (¶), which is inserted into the document each time you press the ENTER key. You can show or hide the paragraph marks by clicking the Show/Hide button on the Standard toolbar. When you format a paragraph, you actually format a block of text and inserted objects that is followed by a paragraph mark. The paragraph mark stores all the formatting in- formation for the paragraph. Figure 3.12 : Paragraph Mark Examples of formats you can apply to paragraphs include : l Alignment l Tabs l Line spacing l Paragraph spacing l Indentation l Borders and shading l Bullets and numbering etc. Points to be noted while formatting a paragraph „ Only selected paragraphs are affected by the formats you specify for paragraphs in Word. „ You can change the formatting of a paragraph. To do this, you need to select the specific paragraph and then apply the necessary formats. „ You do not have to select all the text in a paragraph before you can format it. Simply posi- tioning the insertion point anywhere in the paragraph, or selecting any amount of text in the paragraph will suffice. „ On positioning the insertion point in the paragraph or selecting any amount of text in it, any formats you apply will affect the entire paragraph. 3.4.14 Text alignment The term ‘alignment’, in Word, means how text or objects in a document is aligned with the margins. It is one of the various ways text is positioned horizontally in line with the left margin, right margin, both or within them. By default settings, Word aligns text in left alignment with the left margin. The alignment type 47

you select affects the entire selected paragraph. Basically, text can aligned left, centered, right or justified in Word. To align text, you basically select the paragraph (or simply place the insertion point anywhere in it) and then choose the command or button corresponding to the alignment type. You can align text quickly by choosing a command from the keyboard or the toolbar. The figure below shows a list of buttons on the Formatting toolbar and corresponding shortcut keys that are used to perform different alignment operations in Word. Figure 3.13 : Paragraph Alignment Steps to Align Text Using the Paragraph Dialog Box 1. Select the paragraphs, or position the insertion point in the para graph, you want to align. 2. Click on the Paragraph Dialog Expander for Paragraph dialog box to display. 3. Click the Indents and Spacing tab. 4. In the Alignment box, select the type of alignment you want. 5. Click OK. Figure 3.14 : Paragraph Dialog Box 3.4.15 Indentation Indents enable you to set off a paragraph from other text or margin, changing its distance from other text or margin, to make the text more readable. The word indent is used to describe the dis- tance, or number of blank spaces used to separate a paragraph from the left or right margins. Indents can be increased or decreased. Generally, increasing or decreasing indents alters the distance between the selected paragraph and the margin or other text. Increasing indents for a paragraph adds to the white space between the paragraph and the mar- gin, thereby decreasing the text area for the paragraph. On the other hand, decreasing indents for a paragraph constricts the space between the margin and the paragraph, making the text area wider. 48

In Word, you can create a variety of indents, such as left indent, right indent, first line indent, and hanging indent. 3.4.16 Indent Paragraph using Paragraph Dialog Box The Paragraph dialog box, Click on the Paragraph Dialog Expander for Paragraph dialog box to display, enables you to define precise measurements values for indenting paragraphs. Here, you can enter measurement values and then indicate what type of indent you want to create. The Paragraph dialog box offers types of indents you can create by defining precise values. Left Indent This indicates the amount of space by which the entire selected paragraph is to bepushed away from the left margin. It is measured from the left margin, and applies to the entire selected paragraph. To set a left indent for paragraphs 1. Select the paragraphs or position the insertion point in the paragraph to be indented. 2. Click the Indents and Spacing tab from the Paragraph Dialog Box to show the Indents and Spacing tab page options. 3. Enter a specific value (e.g 0.8”) for the left indent in the Left box, inside the Inden- tation section. 4. Click the OK button. Figure 3.15 : Left Indent of Paragraph Right Indent Right indent is measured from the right margin. It defines the amount of space between the right edge of the selected paragraph and the right margin. To create a right indent for paragraphs 1. Select the paragraphs to be indented from the right margin. 2. Click the Indents and Spacing tab from the Paragraph Dialog Box to show the Indents and Spacing tab page options. 3. Enter a value for the right indent in the Right box. 49

4. Click OK. Figure 3.16 : Right Indent of Paragraph First Line Indent This is a special left indent. It is measured relative to the left indent and affects only the first line of the selected paragraph, leaving the subsequent lines at the left indent positions. Setting the first-line indent for paragraphs before you start creating the paragraphs will save you the stress of pressing the TAB key each time you begin a new paragraph. To create a first-line indent for paragraphs Select the desired paragraphs. 1. Click the Indents and Spacing tab from the Paragraph Dialog Box to show the Indents and Spacing tab page options. 2. In the Special box, click First Line to indent only the first line of the selected paragraph. 3. In the By box, enter a value for the amount of indentation for the first line. 4. Click OK. Figure 3.17 : First Line Indent of Paragraph Hanging Indent Hanging indent is a special indentation type which indents all but the first line of the select- ed paragraph. In this way, the first line and subsequent lines have different distances from the left margin or the left indent. In other words, hanging indent does not affect the first line of the selected paragraph, but the subsequent lines only, creating turnover lines with the first line hanging or ‘dangling loosely’ on its own over the turnover lines. Hanging indent is a good option for creating bibliographies in articles, bulleted and numbered lists, and glossary entries. 50

To create a hanging indent for paragraphs 1. Select the desired paragraphs. 2. Click the Indents and Spacing tab from the Paragraph Dialog Box to show the Indents and Spacing tab page options. 3. In the Special box, click Hanging to indent all but the first line of the selected paragraph. 4. In the By box, enter a value for the amount of indentation for the hanging indent. 5. Click OK. Figure 3.18 : Hanging Indent of Paragraph 3.4.17 Remove Paragraph Indentation 1. Select the paragraphs from which to remove indentation. 2. Do one or more of the following : l To remove a left indent from the selected paragraph, change the number in the Left box to 0”. l To remove a right indent from the selected paragraph, change the number in the Right box to 0”. l To remove special indentation formatting (First Line Indent or Hanging Indent), click None in the Special box. 3. Click the OK button. 3.4.18 Line and Paragraph Spacing Line spacing determines the amount of vertical space between lines of text in a paragraph. By default, lines are single-spaced, meaning that the spacing accommodates the largest font in that line, plus a small amount of extra space. Paragraph spacing determines the amount of space above or below a paragraph. To format line spacing : Figure 3.19: Line spacing l Select the text you want to format. l Click the Line spacing command in the Paragraph group on the Home tab. l Select a spacing option. 51

3.4.19 Working with Text Boxes You may want to insert a text box into your document to draw attention to specific text or to give you the ability to easily move text around within a document. To insert a text box : l Select the Insert tab on the Ribbon. l Click the Text Box command in the Text group. l Select a Built-in text box or Draw Text Box from the menu. l If you select Built-in text box, left-click the text box you want to use, and it will appear in the document. OR l If you select Draw Text Box, a crosshair cursor will appear. Left- click your mouse and while holding it down, drag your mouse until the text box is the desired size and release the mouse button. To change text box style : Figure 3.20 : Text Box l Select the text box. A new Format tab appears with Text Box Tools. l Select the Format tab. l Click the More drop-down arrow in the Text Box Style group to display more style options. l Move your cursor over the styles, and Live Preview will preview the style in your document. l Left-click a style to select it. To change shape fill : l Select the text box. A new Format tab appears with Text Box Tools. l Click the Shape Fill command to display a drop-down list. l Select a color from the list, choose No Fill, or choose one of the other options. Figure 3.21 : Shape Fill To change the text box shape : l Select the text box. A new Format tab appears with Text Box Tools. l Click the Change Shape command to display a drop-down list and select a shape from the list. Figure 3.22 : Text Box Shapes 52

To move a text box : l Left-click the text box. Your cursor becomes a cross with arrows on each end. l While holding the mouse button, drag the text box to the desired location on the page. l Release the mouse button. 3.4.20 Working with Shapes You can add a variety of shapes to your document, including arrows, callouts, squares, stars, and flow chart symbols. The text in a shape can be formatted using WordArt styles and text fill, outline, and effects tools. This enables you to create shapes with text entries that are eye-catching and serves an informational purpose in your document. When you add a shape to an Office document, the shape is placed on a drawing canvas. To insert a shape : l Select the Insert tab. l Click the Shape command. Left-click a shape from the menu. Your cursor is now a cross shape. l Left-click your mouse and while holding it down, drag your mouse until the shape is the desired size. l Release the mouse button. To change shape style : l Select the shape. A new Format tab appears with Drawing Tools. Figure 3.23 : Shapes l Click the More drop-down arrow in the Shapes Style group to display more style options. l Move your cursor over the styles, and Live Preview will preview the style in your document. l Left-click a style to select it. To change to a different shape : l Select the shape. A new Format tab appears with Drawing Tools. l Click the Change Shape command to display a drop-down list. l Select a shape from the list. 3.4.21 Working with Bulleted and Numbered List Bulleted and numbered lists can be used in your documents to arrange and format text to draw emphasis. Bullets or Numbering (using numerals, letters) are used to sort a list of items, or to empha- size certain points or lists in a document. It is often more appropriate to use Numbering for a list, where the order in which each item of the list appears is important. 53

In bulleted lists, each paragraph begins with a bullet character. In numbered lists, each paragraph begins with an expression that includes a number or letter and a separator such as a period or paren- thesis. The numbers in a numbered list are updated automatically when you add or remove paragraphs in the list. To insert a new list : l Select the text you want to format as a list. l Click the Bullets or Numbering commands on the Home tab. l Left-click the bullet or numbering style you want to use. It will appear in the document. l Position your cursor at the end of a list item, and press the Enter key to add an item to the list. To select an alternate bullet or numbering style : Figure 3.24 : Bullets and Numbering l Select all of the text in an existing list. l Click the Bullets or Numbering commands on the Home tab. l Left-click to select an alternate bullet or numbering style. 3.4.22 Working with Border and Shading Borders are rules you can add to any or all of the four sides of a par- agraph. Shading is the color or artistic design you use as background for a paragraph. Borders and shading are formatting tools for enhancing text, paragraphs, table cells or frames. Borders or shading applied to a paragraph will usually affect the entire paragraph, extending from the left indent to the right indent, even if the paragraph contains no or a very short line of text. 3.4.23 Apply Border and Shading Figure 3.25 : Border and Shading 1. Select the paragraph text you want to format. 2. Click the Home tab. 3. Click the Borders and Shading button arrow, and then click Borders and Shading. 4. Click the Borders tab. 5. Click to select the type of Setting you want for your border. 6. Click to select the type of Style. 3.4.24 Use of Format Painter Use the Format Painter on the Home tab to quickly apply the same formatting, such as color, font style and size, and border style, to multiple pieces of text or graphics. The format painter lets you copy all of the formatting from one object and apply it to another one – think of it as copying and pasting for formatting. 54

l Select the text or graphic that has the formatting that you want to copy. l On the Home tab, click Format Painter. l The pointer changes to a paintbrush icon. l Use the brush to paint over a selection of text or graphics to apply the formatting. This only works once. Figure 3.26 : Format Painter 3.4.25 Working with images If you have a picture or some other kind of image or graphic file on your computer that you want to add to your document, Word allows you to insert the file on the page. The steps are shown below : 1. Click the location where you want the image to appear. 2. From the Insert command tab, in the Illustrations section, click Picture. The Insert Picture dialog box appears. 3. Using the Look in pull-down list, locate and select the desired image. 4. Click INSERT. The image appears in your document. 3.4.26 Working with Clip Art You may want to insert various types of objects into your documents to make them more vis- ually appealing. Illustrations include clip art, pictures, SmartArt, and charts. To locate clip art : l Select the Insert tab. Figure 3.27 : Clip Art l Click the Clip Art command in the Illustrations group. l The clip art options appear in the task pane on the right. l Enter keywords in the Search for: field that are related to the image you want to insert. l Click the drop-down arrow next to the Search in: field. l Select Everywhere to ensure Word searches your computer and its online resources for an image that meets your criteria. l Click the drop-down arrow in the Results should be: field. l Deselect any types of images you do not want to see. l Click Go. To insert clip art : l Review the results from a clip art search. l Place your insertion point in the document where you want to insert clip art. l Left-click an image in the task pane. It will appear in the document. 55

3.4.27 Working with WordArt WordArt is a text modifying feature in Microsoft Word, a popular word processing program. Once a style has been se- lected, the user types the text that the style will be applied to and the result is saved as an image within the document. Inserting WordArt l On the Insert tab, in the Text group Figure 3.28 : WordArt l Click WordArt, and then click the WordArt style that you want. l Enter your text. You can add a fill or effect to a shape or text box as well as the text in the WordArt. 3.4.28 Symbols and Special characters When creating documents, you may need to use a symbol or special character that does not appear on the keyboard. Microsoft Word 2007 stores common symbols and special characters in a special menu of the Ribbon, for quick access: click on the insert tab of the Ribbon, and look at the last block of com- mands displayed on the right labeled “Symbols”. l The Symbol button includes a downward – pointing arrow : which will expand into a menu of options. l Click on the Symbol button l It displays a table – menu containing the most common symbols and special characters, the ones you most are likely to use. l To insert the symbol or special character in your Word document, click on it, and the menu will hide itself, after the character has been added in your document, at the location of the blinking insertion point. Figure 3.29 : Symbols 3.4.29 Insert Mathematical symbols In Word, you can insert mathematical symbols into equations or text by using the equation tools. 1. On the Insert tab, in the Symbols group, click the arrow under Equation, and then click Insert New Equation. Figure 3.30 : Mathematical Symbols 56

2. Under Equation Tools, on the Design tab, in the Symbols group, click the More arrow. 3. Click the arrow next to the name of the symbol set, and then select the symbol set that you want to display. 4. Click the symbol that you want to insert. 3.4.30 Inserting Page Numbers If you’re creating a large document with several pages you Figure 3.27: Clip Art might want to add page numbers to keep them in order. To add page numbers, open your Word document and click the Insert tab on the Ribbon and select Page Number. From here select where you want the page numbers to appear in the document and choose from the gallery of page number formats. If you go to Print Preview, you can see how the page num- bers will look when the document is printed out. If it doesn’t look how you like it, you can close out of Print Preview and choose another. 3.4.31 Inserting Blank Page and Page Breaks In Word 2007, you can insert a blank page into the middle of a document. The Blank Page command lets you manually insert a blank sheet of paper. To insert a break in your document, follow these steps 1. Position the insertion point at the position where you want to insert the break. 2. Click the Insert tab on the Ribbon. 3. Find the Pages group. 4. The Pages group is the first group on the Ribbon, located next to the Tables group. 5. Click on the appropriate page break. NOTE : The difference is that Insert Ò Blank Page puts an entire blank page into your document, and Insert Ò Page Break doesn’t. Instead, it pushes whatever comes after the break to the top of the next page. 3.4.32 Header and Footer The header is a section of the document that appears in the top margin, while the footer is a section of the document that appears in the bottom margin. Headers and footers are useful for including material that you want to appear on every page of a document such as page number, date, and document name. Figure 3.32 : Header and Footer 57

To insert a header or footer : l Select the Insert tab. l Click either the Header or Footer command. A menu appears with a list of built-in options you can use. l Left-click one of the built-in options, and it will appear in the document. l The Design tab with Header and Footer tools is active. l Type information into the header or footer. To insert the date or time into a header or footer : l With the header or footer section active, click the Date & Time command. l Select a date format in the dialog box that appears. 3.4.33 Spelling and Grammar One thing you probably will have noticed is the spelling mistakes in the letter. You should have typed the letter exactly as it was, and left any spelling errors in. More than likely, the spelling mistakes are underlined in red in your document. Anything with a wiggly green line under it is a grammatical error. The easiest way to correct spelling mistakes is to right click any word that has a red wavy underline. To check more than one word at a time, you can Figure 3.33 : Spelling and Grammar bring up the Spelling and Grammar dialogue box. To see it, l Click on the Review tab at the top of Word. l On the Review tab, locate the Proofing section. l Then click Spelling & Grammar. When you click on Spelling & Grammar, you’ll see a dialogue box appear. This dialogue box allows you to do most of the things you can do by right-clicking a misspelt word. The Suggestions area lists alternatives to the word you’re trying to correct. When you have corrected a word, the dialogue box will move on to the next one. 3.4.34 Working with Tables A table is a grid of cells arranged in rows and columns. Tables can be customized and are useful for various tasks such as presenting text information and numerical data. Inserting and modifying tables To convert existing text to a table : l Select the text you want to convert. 58

l Select the Insert tab. l Click the Table command. l Select Convert Text to Table from the menu. A dialog box appears. l Choose one of the options in the Separate text at: section. This is how Word knows what text to put in each column. l Click OK. The text appears in a table. Figure 3.34 : Convert Text to Table To insert a blank table : l Place your insertion point in the document where you want the table to appear. l Select the Insert tab. l Click the Table command. l Drag your mouse over the diagram squares to select the number of columns and rows in the table. l Left-click your mouse, and the table appears in the document. l Enter text into the table. To add a row above an existing row : Figure 3.35 : Blank Table l Place the insertion point in a row below the location where you want to add a row. l Right-click the mouse. A menu appears. l Select Insert Rows Above or Insert Rows Below . A new row appears above or below the insertion point. To add a column : l Place the insertion point in a column adjacent to the location where you want the new column to appear. l Right-click the mouse. A menu appears. l Select Insert Columns to the Left or Insert Columns to the Right. A new column appears. To delete a row or column : l Select the row or column. l Right-click your mouse, and a menu appears. l Select Delete Columns or Delete Rows. To apply a table style : l Select the table. A Table Tools Design tab now appears on the Ribbon. l Select the Design tab to access all of the Table Styles and Options. 59

l Click through the various styles in the Table Styles section. l Left-click a style to select it. The table style will appear in the document. 3.4.35 Using Mail Merge Mail Merge is a useful tool that will allow you to easily produce multiple letters, labels, enve- lopes, and more using information stored in a list, database, or spreadsheet. To use Mail Merge : l Select the Mailings on the Ribbon. l Select the Start Mail Merge command. l Select Step by Step Mail Merge Wizard. The Mail Merge task pane appears and will guide you through Figure 3.37 : Mail Merge the six main steps to complete a merge. The following is an example of how to create a form letter and merge the letter with a data list. Steps 1-3 l Choose the type of document you want to create. In this example, select Letters. l Click Next: Starting document to move to Step 2. l Select Use the current document. l Click Next: Select recipients to move to Step 3. l Select the Type a new list button. l Click Create to create a data source. The New Address List dialog box appears. Ü Click Customize in the dialog box. The Customize Address List dialog box appears. Ü Select any field you do not need, and click Delete. Ü Click Yes to confirm that you want to delete the field. Ü Continue to delete any unnecessary fields. Ü Click Add. The Add Field dialog box appears. Ü Enter the new field name. Ü Click OK. Ü Continue to add any fields necessary. Ü Click OK to close the Customize Address List dialog box. 60

To customize the new address list : Ü Enter the necessary data in the New Address List Figure 3.38 : Address list dialog box. Ü Click New Entry to enter another record. Ü Click Close when you have entered all of your data records. Ü Enter the file name you want to save the data list as. Ü Choose the location where you want to save the file. Ü Click Save. The Mail Merge Recipients dialog box appears and displays all of the data records in the list. Ü Confirm that the data list is correct, and click OK. Ü Click Next: Write your letter to move to Step 4. Steps 4-6 l Write a letter in the current Word document, or use an open existing document. To insert recipient data from the list : l Place the insertion point in the document where you want the information to appear. l Select Address block, Greeting line, or Electronic postage from the task pane. A dialog box with options will appear based on your selection. Ü Select More Items. The Insert Merge Field dialog box will appear. Ü Select the field you want to insert in the document. Ü Click Insert. Notice that a placeholder appears where information from the data record will eventually appear. Ü Repeat these steps each time you need to enter information from your data record. l Click Next : Preview your letters in the task pane once you have completed your letter. l Preview the letters to make sure the information from the data record appears correctly in the letter. l Click Next: Complete the merge. l Click Print to print the letters. l Click All. l Click OK in the Merge to Printer dialog box. l Click OK to send the letters to the printer. The Mail Merge Wizard allows you to complete the merge process in a variety of ways. 3.4.36 Modifying Page Layout You may find that the default page layout settings in Word are not sufficient for the document you want to create, in which case you will want to modify these settings. In addition, you may want to change the page formatting depending on the document you’re creating. 61

To change page orientation : l Select the Page Layout tab. l Click the Orientation command in the Page Setup group. l Left-click either Portrait or Landscape to change the page orientation NOTE : Landscape format means everything on the page is oriented horizontally, while portrait format means everything is oriented vertically. To change the paper size : l Select the Page Layout tab. l Left-click the Size command and a drop-down menu will appear. The current paper size is highlighted. l Left-click a size option to select it. The page size of the document changes. To format page margins : l Select the Page Layout tab. l Click the Margins command. A menu of options appears. Normal is selected by default. l Left-click the predefined margin size you want. OR l Select Custom Margins from the menu. The Page Setup dialog box appears. l Enter the desired margin size in the appropriate fields. To insert a break : Figure 3.40 : Page setup dialog box l Place your insertion point where you want the break to appear. l Select the Page Layout tab. l Click the Breaks command. A menu appears. l Left-click a break option to select it. The break will appear in the document. NOTE : Page breaks move text to a new page before reaching the end of a page, while section breaks create a barrier between parts of the document for formatting purposes. Column breaks split text in col- umns at a specific point. 3.4.37 Previewing and Printing a document Print Preview is used to see how the document will look like when it is printed to paper. It is a functionality that lets users see the pages that are about to print, allowing the users to see exactly 62

how the pages will look when they are printed. Microsoft Word’s Print Preview feature lets users to zoom in/out the document or show multiple pages in a window. You can click the Microsoft Office Button Ò Print ÒPrint Preview To get back to the normal Word ribbons, click the Close Print Pre- Figure 3.41: Print Preview view button on the right. To print the document : 1. Click the Microsoft Office button. Figure 3.42 : Print dialog box 2. Select Print Ò Print. 3. Select the pages you want to print—either all pages or a range of pages. 4. Select the number of copies. 5. Check the Collate box if you are printing multiple copies of a multi-page document. 6. Select a printer from the drop-down list. 3.4.38 How do you make Microsoft Word bilingual ? 1. Select some text that is in a particular language. 2. Display the Review tab of the ribbon. 3. Click the Language tool (in the Language group) and then click Set Proofing Language. 4. In the list of available languages, select the option that reflects the language of the text. 5. Click OK. Keywords learned in this chapter Word processor Formatting Alignment Indentation Format Painter Mail Merge Header and Footer 63

EXERCISE 1. Fill in the blanks : 1. Alignment buttons are available on the __________ tab. 2. _________ is the rectangular area of the document window, where user can type his/ her content. 3. Portrait format changes the page orientation ___________ 4. ___________ command is used to move the text to a new page. 5. Each individual rectangle in a table is called _______ 6. _________ option is used to display a document before printing. 2. Multiple Choice Questions : 1. Which extension is given to a document by default in MS-Word? (a) .odt (b) .com (c) .docx 2. The status of your document like current page and number of pages are given by ________ (a) Formatting toolbar (b) Status bar (c) Standard toolbar 3. The general arrangement of the text in the document is _________ (a) margin (b) text alignment (c) formatting 4. The ________ alignment makes sure that none of the edges of text appear ragged. (a) left (b) right (c) center (d) justify 5. Line spacing or paragraph spacing is measured in terms of lines or points, which is known as ________ (a) text wrapping (b) PDF (c) leading 6. Header and Footer are inserted at the ____________ of a document. (a) top and bottom (b) left and right (c) centre 3. Answer the following : 1. How do you locate MS-Word 2007 on your computer system? 2. What is formatted text? 3. What is Mail Merge? 4. What is Data Source? 5. What are Table Styles? 6. Write the name of alignments, which are available in MS-Word 2007. 7. What is the difference between the Save and Save As option? 8. Write the steps to insert WordArt text in a document. 9. What is the need to modify the spacing of the lines or paragraph of your text? 10. How do you insert a table in your document? 64

3.5 INTRODUCTION TO SPREADSHEET Spreadsheets are some of the most common office computing document types today. It is a comput- er application programs that stores and process numerical data in the form of a table. It is an electronic document in which data is arranged in the rows and columns of a grid and can be manipulated and used in calculations. Data in a spreadsheet can be numeric values, as well as text, formulas, references and fun- wctions. Some of the examples of spreadsheet programs are Google sheets (online), LibreOffice Calc, Micro- soft Excel, OpenOffice Calc etc. 3.6 BASIC FEATURE OF SPREADSHEET PROGRAMS There are many spreadsheet programs / software available in the market. These programs provide similar functions and features. The basic features of a spreadsheet program are: Grids, Rows and Columns : A spreadsheet consists of a grid of rows and columns. The columns are labeled with letters A, B, C, ….so on. The rows are labeled with numbers 1, 2, 3,…so on. Intersection of a row and column is called a cell. Each cell may contain numeric or text data. Functions : Functions are used in the Spreadsheet software to evaluate values and perform different kinds of operations. Formulas : Formulas are used in the spreadsheets to express the relationship of two or more cells. Text Manipulation : Spreadsheet programs also provide commands for text manipulations. Printing : Printing features is used to obtain a hard – copy of the spreadsheet. 3.7 APPLICATION OF SPREADSHEET There are many different uses for spreadsheets; the main use for spreadsheets is using basic formulas to work out various sums. They can also used to represent data graphically using graphs and charts. Let us explore the various uses for spreadsheets in different areas. One of the main uses for spreadsheets is in finance, businesses can use a spreadsheet to forecast sales, and show graphically how sales will rise or drop based on past events. Another use for spreadsheets is in education, spreadsheets can be used to store student’s personal data along with grades and scores. A spreadsheet can also be used to gather all pupils’ scores and represent the data in a chart displaying the pass percentages for the school. Other uses for spreadsheets are in Health Care; health organizations can use spreadsheets to record patient’s details for easy access by doctors and other staff. They can also be used to show the date they were admitted and the date they were signed out by a doctor. Spreadsheets can be used by shop keepers to keep detailed lists of their stock, how much the item 65

costs and the bar code number of the item, the shop keeper can also record sales of each item in his/her stock and then use graphs to see what items are selling well, and also what items are not selling so that the shop keeper can then change stock accordingly. Spreadsheets can be used in sports to record the team statistics. 3.8 EXPLORING MICROSOFT EXCEL 3.8.1 Components of a Microsoft Excel Window There are numbers of spreadsheet programs but from all of them, Excel is most widely used. Before you start using it, it’s really important to understand that what’s where in its window. So ahead we have all major components which you need to know before entering the world of Microsoft Excel. Figure 3.43 : Components of Microsoft Excel window 1. Quick Access Toolbar : A toolbar to quickly access the options which you frequently use. You can add your favorite options by adding new options to quick access toolbar. 2. Ribbon Tab : Starting from the Microsoft Excel 2007, all the options menus are replaced with the ribbons. Ribbon tabs are the bunch of specific option group which further contains the option. 3. Worksheet Tab : This tab shows all the worksheets which are present in the workbook. By default you will see, three worksheets in your new workbook with the name of Sheet1, Sheet2, Sheet3 respectively. 4. Formula Bar : The formula bar is an input bar, below the ribbon. It shows the content of the active cell and you can also use it to enter a formula in a cell. 5. Address Bar : It shows the address of the active cell. If you have selected more than one cell, then it will show the address of the first cell in the range. 3.8.2 Few other definitions Cell : A cell is a smallest but most powerful part of a spreadsheet. You can enter your data into a cell either by typing or by copy-paste. Data can be a text, a number, or a date. Worksheet : A worksheet is made up of individual cells which can contain a value, a formula, 66

or text. It also has an invisible draw layer, which holds charts, images, and diagrams. Workbook : A workbook is a separate file just like every other application has. Each work book contains one or more worksheets. You can also say that a workbook is a collection of multiple worksheets or can be a single worksheet. Title Bar : The title bar will show the name of your workbook, followed by the application name Active Cell : A cell which is currently selected. It will be highlighted by a rectangular box and its address will be shown in the address bar. You can activate a cell by clicking on it or by using your arrow buttons. Columns : A column is a vertical set of cells. A single worksheet contains 16384 total columns. Every column has its own alphabet for identity, from A to XFD. You can select a column click -ing on its header. Rows : A row is a horizontal set of cells. A single worksheet contains 1048576 total rows. Every row has its own number for identity, starting from 1 to 1048576. You can select a row clicking on the row number marked on the left side of the window. Status Bar : It is a thin bar at the bottom of the Excel window. It will give you an instant help once you start working in Excel. Cell addresses Each cell has a name, or a cell address, based on the column and row where it is located. For example, the intersection of column D and row 5 is the cell address of D5. Range of cells A selected rectangular block of two or more consecutive cells is called a range. A range can be of few cells, whole row, column or the entire worksheet. Cell range helps us to perform similar operations quickly on the values contained in its cells. Rather than a single cell address, you will refer to a cell range using the cell addresses of the first and Figure 3.44 : Range of cells 67

last cells in the cell range, separated by a colon (:) symbol. For example, a cell range that included cells A4 to A10 would be written as A4:A10. 3.8.3 Working with Microsoft Excel To create a blank workbook l Left-click the Microsoft Office button. l Select New. The New Workbook dialog box opens, and Blank Workbook is highlighted by default. l Click Create. A new blank workbook appears in the window. To insert text : l Left-click a cell to select it. Each rectangle in the worksheet is called a cell. As you select a cell, the cell address appears in the Name Box. l Enter text into the cell using your keyboard. The text appears in the cell and in the formula bar. To save the workbook : l Left-click the Microsoft Office button. l Select Save or Save As. Ü Save As allows you to name the file and choose a location to save the sprea sheet. Choose Save As if you’d like to save the file for the first time or if you’d like to save the file as a different name. Ü Select Save if the file has already been named. 3.8.4 Selecting Cell Range in the Worksheet A range of cells can be created with the help of keyboard or mouse. l Using Mouse Ü Click to select the first cell from where the range is to be started. Press and hold the left mouse button to drag diagonally till the last cell of the range. l Using Keyboard Ü Select the first cell from where the range is to be started. Press and hold the Shift key. Now use the arrow keys to move to the last cell of your range. 68

3.8.5 Selecting Rows, Column or Worksheet You can quickly select the cells in the entire row, column or the entire worksheet. Figure 3.45 : Selecting Rows, Columns or Worksheet l To select the Entire Row Bring the pointer to the row header which is to be selected and click left mouse button. The entire row cells will be selected in a range. l To select the Entire Column Bring the pointer to the column header which is to be selected and click left mouse button. l To select the Entire Worksheet Ü Click the Select All button at the top left corner of worksheet. Ü Press Ctrl + A keyboard shortcut to select all the worksheet cells in a single range. Ü Selecting Multiple Non-Adjacent Ranges Ü Select the first range in the normal way. Ü Now to select the second range, hold down the Ctrl key and then select the second range. This way, you can select as many ranges as you want. 3.8.6 How to Edit or Remove Cell Contents? l To edit or delete text : Ü Select the cell. Ü Press the Backspace key on your keyboard to delete text and make a correction. Ü Press the Delete key to delete the entire contents of a cell. You can also make changes to and delete text from the formula bar. Just select the cell, and then place your insertion point in the formula bar. 69

3.8.7 Moving the Cell Values l The selected data in a worksheet can be moved easily to another location. l Select the range of cells whose data values are to be moved. l Click Cut option in the Clipboard group on the Home tab. Or l Right click inside the selected range and choose Cut option in the shortcut menu. l A dotted rectangular border will appear around the selected range. l Now select the destination cell where the values are to be moved. l Click Paste option from the Clipboard group of Home tab. Or l Right click on the destination cell and select Paste option from the shortcut menu to move the values at that location. 3.8.8 Copying Cell Values l The selected data in a worksheet can be copied easily to another location. l Select the range of cells whose data values are to be copied. l Click Copy option in the Clipboard group on the Home tab. Or l Right click inside the selected range and choose Copy option in the shortcut menu. l A dotted rectangular border will appear around the selected range. l Now select the destination cell and click Paste option from the Clipboard group of Home tab. Or l Right click on the destination cell and select Paste option from the shortcut menu to move the values at that location. 3.8.9 Undo and Redo The Undo button on the Quick Access Toolbar is used to reverse the unwanted actions. This Undo option also displays the last action when it is pointed which can be undone by clicking on it. The Redo button on the Quick Access Toolbar is used to repeat the actions that are undone. Keyboard shortcuts for Undo command is Ctrl + Z and Redo command is Ctrl + Y. 70

3.8.10 Inserting Rows and Columns in the Existing Worksheet To insert Blank Row or Column to your Existing Worksheet l Select the row or column where a blank row or column is to be added. l Click the Insert command in the Cells group on the Home tab and select Insert Sheet Rows. The data from the current cell position shift downward to insert a blank row at that position. Or l Click the Insert command in the Cells group on the Home tab and select Insert Sheet Columns. The data from the current cell position shift towards right to insert a blank column at that position. 3.8.11 Deleting Rows or Columns You can delete the unwanted data rows or columns from your worksheet, if these are no more needed in the worksheet. To delete rows and columns : l Select the entire row(s) or column(s) to be deleted. l Click the Delete command in the Cells group on the Home tab. 3.8.12 AutoFill AutoFill feature is used to quickly create a series of entries based on the data you enter in one or two cells. It is used to fill predefined series of numeric or text data quickly across row or column. For example, l Sunday, Monday, ….. l January, February,…. l 1,2,3,4….. To use AutoFill for a series of numbers, enter two values in two adjacent cells, select both cells, and then use the AutoFill handle to drag through the remaining cells you want to fill. Excel continues the series. NOTE : Fill handle is a small black square, which appears at the lower right corner of the active cell. 3.8.13 Modifying Columns, Rows, and Cells The cell width and height will usually need to be adjusted to view all the Figure 3.47: To adjust the cell width information entered into a cell. To adjust the cell width, move the mouse pointer in between two cell col- umns in the column header. Hold down the left mouse button and drag the mouse left to shorten the width or right to expand the width. Figure 3.47: To adjust the cell height 71

Adjust the cell height using the same method. Move the mouse cursor between two rows, hold down the left mouse button and move the mouse up to decrease the height and down to increase the height. 3.8.14 Number Formatting Most of the data values entered in the worksheet are of number type. Excel provides various number formatting options to change the appearance of numeric data without affecting their values. By default the values are displayed in General format. To change the default number formatting : l Select the cells to be formatted. Figure 3.49 : Number Formatting l On the Home tab, click the launcher button in the lower right corner of Number group. l Format Cells dialog box appear. Click the Number tab in the dialog box. l Select the required number format from the Category list e.g., Currency. l Select the currency symbol from the Symbol drop down list. l Specify the decimal digits in the Decimal places box. l Click OK button to apply the settings. 3.8.15 Aligning Cell Values Values entered in the cells are aligned according to their data type. Numbers are aligned to the right whereas text values get aligned to the left side of the cell, by default. But, to change these default alignments, the steps are as follows : l Select the cells whose alignment is to be changed. l On the Home tab, click the launcher button in the Number group to open format cells dialog box. l Click Alignment tab. l Choose the required alignment from the Horizontal drop down list box. l You can also set the vertical alignment. Other settings that can be changed are : Figure 3.50 : Aligning values Wrap Text : Wraps the text exceeding the cell limits to the next line by increasing the row height. Shrink to Fit : Reduces the font size to fit the text within the cell boundary. Merge Cells : Creates a single large cell by merging the selected consecutive cells l Click OK button 72

You can also set the horizontal and vertical cell alignment using the options in the Alignment group on the Home tab. Figure 3.51 : Alignment group 3.8.16 Text Formatting To improve the appearance of Excel worksheet, you can use various text formatting options like changing font face, font size, style, color etc. of all the cell values. To change the default text format : l Select the cells to be formatted. l Open Format Cells dialog box by clicking the launcher button in the Number group. l Select Font tab in it. l Select the required font face from the list. Choose the font style as Bold, Italic etc. and also the font size as needed. You can also use the Color option to change default text color. l Once the desired format is set, click the OK button. 3.8.17 Applying Cell Borders You can give border of different styles and colors to the worksheet or to the individual cells. The steps are : l Select the cells in the worksheet whose border style Figure 3.52 : Border option has to be changed. l Click on Borders drop button on the Font group in Figure 3.53 : Format Cell dialog box the Home tab and choose More Borders option in it to open the Format Cells dialog box. 73 l Click Border tab in the Format Cells dialog box. l Choose the border color and the line style as needed. l To give border around the selected area click Outline option. To apply border to the individual cells of the selection, click Inside option. To remove the border style you can click the None option. l Click the OK button to apply the new settings.

3.8.18 Cell Shading To change the default background of the cells : l Select the cells to be formatted. l Click Format drop button in the Cells group on the Home tab. Choose Format Cells option in it to open Format Cells dialog box. l Click the Fill tab in it. l Choose the desired fill color for the cells. You can also choose gradient effect as the cell background using Fill Effects option. Click OK button to apply the selected background to the cells. NOTE : You can also change the background cell color using the Fill Color button on the Font group. 3.8.19 Renaming a Worksheet By default, the worksheets in a workbook are named as Sheet 1, Sheet 2 and so on. You can rename a worksheet in order to make it more relevant for users. The steps to be followed to rename a worksheet are : l Right click on the ‘Sheet1’ tab in the worksheet. l A shortcut menu will appear. Click on the rename option. l The Sheet tab gets highlighted. Assign a new name for the sheet by typing on it and press Enter. l Note that the Sheet name has been changed. 3.8.20 Formulas and Functions Formulas are equations that perform calculations on values in a worksheet. A formula should always start with an equal sign (=). If space is given before the “=” sign, it will be taken as text rather than formula and no calculations can be performed using it. A formula can be made of simple constants or numbers, cell reference or address in combina- tion with various operators. Excel also provides a set of built in functions like SUM, AVERAGE, COUNT, MAX, MIN etc. for pertaining complex calculations easily and to analyse the worksheet data. 3.8.21 Types of Cell Referencing When a cell address is referred to in formula, its writing style determines how that cell will be referenced during the calculation. There are three cell referencing styles in a worksheet. 74

1. Relative Referencing 2. Absolute Referencing 3. Mixed Referencing Relative Referencing The cell reference in this type is a normal cell address like A1, C2, D4 etc. In relative refer encing, the formulae in the copied cell changes according to the change in the position of the cell pointer. If you copy the formula across rows or down columns, the formula or cell refer ence changes automatically. Figure 3.54 : Relative Referencing For example, if the formula in E4 is =C4*D4, when the formula is copied vertically down, notice that the cell address in the formula automatically changes. By default, a formula use relative reference. Absolute Referencing An absolute reference is specified by using the $ sign along with the column and the row number in the cell. Using $ means, fixed to a specific location. If you copy the formula across rows or down columns, the absolute reference remains unchanged. Figure 3.55 : Absolute Referencing For example, E4 has the formula = $C$4*3 and when it is copied to the lower rows, there is no change in the cell address. Mixed Referencing Mixed referencing is when one part of the cell address is relative and the other is absolute. So, either the column or the row number should have a $ along with it. Figure 3.56 : Mixed Referencing For example, $C4 is a mixed cell reference with absolute column and relative row and D$4 is a mixed cell reference with relative column and absolute row. 75

3.8.22 Circular reference A circular reference occurs when a formula in a cell refers to its own cell value directly or in- directly. This causes the formula to use its result in the calculation, which can create errors. When a workbook contains a circular reference, Excel cannot automatically perform calculations. For example, if you type =C1-A1 in cell A1, Excel displays an error message. This error message appears when you attempt to enter a formula that contains a circular reference. If a circular refer- ence warning surprises you, this usually means that you made an error in a formula. Click OK, and look at the formula. 3.8.23 Cell Reference to another worksheet Microsoft Excel provides the facility to use the cell reference of one worksheet in another worksheet. To refer a cell from another worksheet, use worksheet number followed by exclamatory sign (!) and the cell address. For example: Sheet1!B5. Functions Functions are the predefined formulas in Excel to perform both simple and complex calcula- tions. Functions save time and eliminate the chance to write wrong formulas. All the func- tions have two parts – function name and arguments. Arguments contain the information you want to calculate. Arguments are the input values to functions. The values are given within parenthesis. Arguments can be numbers, text etc., and are enclosed within parenthesis. For example: = Function name (argument 1, argument 2….) 3.8.24 Rules to enter function l All Excel functions must begin with equal (=) sign. l Function name must be a valid Excel name. For example, SUM, AVERAGE, MAX, MIN etc. l Function name must be followed by an opening and closing parenthesis. l Arguments are enclosed in the parenthesis. For example: = SUM (A1:A4) 3.8.25 Common Functions SUM ( ) This function adds all the numbers in the range. Syntax : = SUM (range or numbers) Figure 3.57 : SUM ( ) Function Example : = SUM(A1:A5) gives the output 77. 76

AVERAGE ( ) This function calculates the average of the numbers in a given range of cells. Figure 3.58 : AVERAGE( ) Function Syntax : = AVEARGE (range or numbers) Example : = AVERAGE(A1:A5) gives the output 15.4 MAX ( ) This function is used to find the largest value in a given range. Figure 3.59 : MAX( ) Function Syntax : = MAX (range or numbers) Example : = MAX(A1:A5) gives the output 19. MIN ( ) This function is used to find the smallest value in a given range. Figure 3.60 : MIN( ) Function Syntax : = MIN (range or numbers) Example : = MIN(A1:A5) gives the output 12. COUNT ( ) This function is used to count the number of cells in a given range of cells that contain numerical value. 77

Figure 3.61 : COUNT( ) Function Syntax : = COUNT (range or numbers) Example : = COUNT(A1:A5) gives the output 4. COUNTA ( ) This function is used to simply count the number of entries in a given range of cells including text entries. Figure 3.62 : COUNTA( ) Function Syntax : = COUNTA (range or numbers) Example : = COUNTA(A1:A5) gives the output 5. 3.8.26 Formula Errors In Microsoft Excel, if any formula is entered incorrectly, then Excel displays an error message rather than the proper value. Some of the common errors along with their possible reasons are listed below. ERROR REASON ####### This error occurs if the column is not having enough space to accommodate the value. #VALUE! This error occurs if the formula contains an invalid argument. #NAME? This error occurs if the formula is used incorrectly. #DIV/0! This error occurs if the number is divided by zero or an empty cell. 3.8.27 Charts A charts (Graph) is a tool you can use in Excel to communicate data graphically. Charts allow your audience to see the meaning behind the numbers, and they make showing comparisons and trends much easier. 78

3.8.28 Chart Types Excel provides you different types of charts that suit your purpose. Based on the type of data, you can create a chart. You can also change the chart type later. Excel offers the following major chart types − l Column Chart l Line Chart l Pie Chart l Doughnut Chart l Bar Chart l Area Chart l XY (Scatter) Chart Column Chart A Column Chart typically displays the categories along the horizontal (category) axis and val ues along the vertical (value) axis. To create a column chart, arrange the data in columns or rows on the worksheet. Line Chart Line charts can show continuous data over time on an evenly scaled Axis. Therefore, they are ideal for showing trends in data at equal intervals, such as months, quarters or years. In a Line chart − Ü Category data is distributed evenly along the horizontal axis. Ü Value data is distributed evenly along the vertical axis. Pie Chart Pie charts show the size of items in one data series, proportional to the sum of the items. The data points in a pie chart are shown as a percentage of the whole pie. Doughnut Chart A Doughnut chart shows the relationship of parts to a whole. It is similar to a Pie Chart with the only difference that a Doughnut Chart can contain more than one data series, whereas, a Pie Chart can contain only one data series. A Doughnut Chart contains rings and each ring representing one data series. Bar Chart Bar Charts illustrate comparisons among individual items. In a Bar Chart, the categories are organized along the vertical axis and the values are organized along the horizontal axis. Area Chart Area Charts can be used to plot the change over time and draw attention to the total value across a trend. By showing the sum of the plotted values, an area chart also shows the rela- tionship of parts to a whole. 79

XY (Scatter) Chart XY (Scatter) charts are typically used for showing and comparing numeric values, like scien- tific, statistical, and engineering data. A Scatter chart has two Value Axes − Ü Horizontal (x) Value Axis Ü Vertical (y) Value Axis It combines x and y values into single data points and displays them in irregular intervals, or clusters. 3.8.29 Components of a Chart Figure 3.63: Components of a chart 1. Chart Title : This is the descriptive text aimed at helping user identify the chart. 2. Plot Area : This is the area of chart in which data is plotted. 3. Gridlines : These are the horizontal and vertical lines in the plot area. The gridlines are in serted in the chart to enhance its readability. 4. Legends : Legends help you identify various plotted data series. Each series can be uniquely identified by assigning a unique color or pattern. 5. X-axis : This is the horizontal axis known as category axis. 6. Y-axis : This is the vertical axis known as value axis. 7. Axes titles : These are the titles given to three axes i.e., X, Y and Z axes. 8. Data series : This is the set of values you want to plot in the chart. To create a chart : l Select the worksheet you want to work with. l Select the cells you want to chart, including the column titles and row labels. l Click the Insert tab. l Hover over each Chart option in the Charts group to learn more about it. l Select one of the Chart options. In this example, we’ll use the Columns command. l Select a type of chart from the list that appears. 80

To change the chart type : l Select the Design tab. l Click the Change Chart Type command. A dialog box appears. l Select another chart type. l Click OK. 3.8.30 Printing Worksheet In Excel, there are many things you can do to prepare your workbook for printing. Many of these tasks make it easier to format the spreadsheet for the printed page. To view the spreadsheet in Print Preview : l Left-click the Microsoft Office button. l Select Print. l Select Print Preview. The spreadsheet will appear in Print Preview view. Change the necessary settings like modifying margins, change page orientation, change paper size and then click the Close Print Preview button to return to the Normal View. Keywords learned in this chapter Worksheet Workbook Range Function Formula AutoFill Chart Cell Referencing 81

EXERCISE 1. Fill in the blanks : 1. Excel is a __________ software package. 2. Address of the cell at 10th column and 30th row is __________ 3. The cell having bold boundary is the __________ 4. Any formula in Excel starts with an __________ 5. In ___________ referencing, the relative address of the cell gets adjust with respect to the current cell. 6. For absolute referencing, __________ sign is used before the parts of formula. 7. If you enter 15 + 30 in a cell, Excel will display __________ 8. __________ are text, number cell references enclosed within parenthesis in a formula. 2. Multiple Choice Questions : 1. A worksheet is a ………………. (a) collection of workbooks (b) processing software (c) combination of rows and columns (d) None of the above 2. By default, a workbook in Excel contains how many worksheets? (a) 16 (b) 3 (c) 15 (d) 256 3. The AutoFill can apply from (a) left to right (b) right to left (c) up to down (d) All of these 4. The default page orientation in Excel is (a) Landscape (b) Horizontal (c) Portrait (d) None of these 5. The default alignment of text in a cell is (a) Left (b) Right (c) Centered (d) Justified 6. Cell address $B$5 in a formula means (a) it is a mixed reference (b) it is an absolute reference (c) it is a relative reference (d) None of the above 7. A cell range starting from first row, first column to fourth row and fifth column can be represented as (a) [A1 : E4] (b) [AO : E3] (c) [E4 : Al] (d) [E3 : AO] 82

8. COUNTA (4, 78, False, 18) will return ………………. (a) 2 (b) 3 (c) 4 (d) 5 9. Which of the following charts is used for comparing the changes in data over a period of time? (a) Bar chart (b) Area chart (c) Scatter chart (d) Line chart 10. For selecting a non-continuous range of cells, you need to do what? (a) Press Alt key (b) Press Shift key (c) Press Esc key (d) Press Ctrl key 3. Answer the following : 1. Define the term workbook. 2. Rohan is new to Excel. His instructor has asked her to open Excel on her PC and ques- tioned about active cell. Help Rohan in identifying the active cell on his screen. 3. What is the default alignment of number, text and formula in a spreadsheet? 4. Sahil has clicked on the cell residing at the intersection of first row and ninth column. What will be the address of the selected cell? 5. How many cells would be there in the cell range [A1 ; B2]? 6. If = 6 -5 *2 is entered in a cell, then what will be the cell content? 7. In a spreadsheet software, the formula =A1 +$A$2 was entered in cell A3 and then copied into cell B3. What is the formula copied into B3? 8. Write down the formula for adding values of cells A1 to A5. 9. State difference between COUNT() and COUNTA() function. 10. Write down the importance of legend in charts. 11. What is the difference between a workbook and a worksheet? 12. Define the meaning of formula. 13. Suggest the appropriate function for the following situations: 14. Selecting the maximum value out of a range A1 to B20. 15. Calculating average of marks entered in cells E5, F5, G5, H5 and 15. 16. Akriti has entered 49+30 in a cell. The worksheet is not displaying 79 in the cell. Instead, 49+30 is getting displayed. Help, Akriti in rectifying the problem. 17. For what purpose pie charts are useful? 18. Explain the concept of cell referencing along with its various types. 83

3.9 INTRODUCTION TO PRESENTATION Presentation software (sometimes called a presentation program) is a digital tool. It utilizes sequences of graphics, text, audio, and video to accompany a spoken presentation. It is defined as computer programs designed to allow the user to present information in an engaging way such as with text, pictures, sound and video. In other words, presentation software is a computer software package used to show information, normally in the form of a slide show. Commonly used presenta- tion software are : Microsoft PowerPoint, OpenOffice.org-Impress, etc. 3.10 FEATURES OF PRESENTATION SOFTWARE l Presentation software has many features and functions for different purposes. Some of the common features are listed below: l There are transition animations that can be added between slides, which engage the audi- ence and allow them to feel more involved with the presentation. l There are different themes which can be used throughout a presentation, which will set the tone for the audience, and allow them to know what’s install for the rest of the presentation. l Furthermore, there are a variety of different fonts which can be used depending on the tone of the slide or the audience for added effect. l There is also a spell checker, to ensure that the presentation remains professional with correct grammar the whole way through. 3.11 APPLICATION OF PRESENTATION SOFTWARE A presentation is a method of effective communication. Teachers, professors, students, political leaders and sales representation make presentation to explain various concepts to the audience. Some of the applications of Presentation Software are listed below : l Presentation software is used to enhance language learning. l The use of presentation software encourages use of all four language skills: Reading, Writing, Speaking and Listening. l Presentation software makes the ability to communicate messages to a group of people much simpler than any other delivery methods. 3.12 INTRODUCTION TO MICROSOFT POWERPOINT Microsoft PowerPoint is a computer application program written by Microsoft. It mainly used to Design for Presentation. It is a presentation program that allows you to create dynamic slide presentations. Microsoft PowerPoint helps you to structure the ideas and information that you want to con- 84

vey to your audience. It lets you create the contents of your presentation by typing or inserting text, pictures, sounds and animations. With it, you can add visual images supporting document and audio recordings to enhance your presentation. 3.12.1 Components of a PowerPoint Window When you open PowerPoint, a new presentation is created, and a blank slide appears in the PowerPoint window. The slide has placeholders for you to add a title and subtitle. The tabbed Ribbon menu system is how you access the various PowerPoint commands. If you’ve used previous versions of PowerPoint, the Ribbon system replaces the traditional menus. Above the Ribbon in the upper-left corner is the Microsoft Office button. From here, you can access important options such as New, Save, Save As, and Print. By default, the Quick Access Toolbar is pinned next to the Microsoft Office button and includes commands like Undo and Redo. On the left side of the window, you will see a task pane with slides and outline tabs, which ap- pear by default. On the bottom-right of the screen, you’ll find view commands (Normal, Slide Sorter, and Slide Show), as well as the zoom tool. Figure 3.74 : Components of Microsoft PowerPoint window 3.12.2 PowerPoint Slides A presentation consists of a number of slides. A slide represents a page in a presentation. These slides are grouped together in a sequence to form a slide show. A slide show is an electronic pres- entation displayed on a computer screen. Slides contain placeholders, or areas on a slide that are enclosed by dotted borders. Placehold- ers can contain many different items, including text, pictures, and charts. Some placeholders have placeholder text—or text you can replace—and thumbnail-sized icons that represent specific com- mands such as Insert Picture, Insert Chart, and Insert Clip Art. Hover over each icon to see the type of information you can insert. 85

Figure 3.75 : Parts of a slide 3.12.3 Creating a New Presentation When you open PowerPoint from the Start menu or from an icon on your desktop, a new pres- entation with one slide appears by default. You can also create a new presentation while PowerPoint is already open. l Click the Microsoft Office button, and choose New from the menu. l The New Presentation dialog box will appear. Blank presentation is selected by default. l Click Create, and a new presentation will open in the PowerPoint window. 3.12.4 Different Views of Slides Microsoft PowerPoint comes with different views to help you while creating a presentation. The slide view commands are located on the bottom-right side of the PowerPoint window in Normal view. Click a view command to switch to that view. Normal view : This view is where you create and edit your slides. You can also move slides in the Slides tab on the task pane on the left. Slide Sorter view : Miniature slides are arranged on the screen in this view. You can drag and drop slides easily to reorder them, and you can see more slides at one time. This is a good view to use to confirm that you have all the necessary slides and that none have been deleted. Slide Show view : This view fills the computer screen with a slide and is what the audience will see when they view the presentation. The Slide Show view has an additional menu that allows you to navigate the slides, as well as other features you can use during a presentation. Notes Page view : This view commands is included at the bottom of Normal view; however, 86

it can be accessed from the View tab. Notes Page view provides a space for presentation notes, which are often called speaker notes. The notes can be added to the presentation from this view. You can enter your speaker notes directly into the text placeholder in Notes Page view, or while in Normal view you can enter your notes in the area below the slide. 3.12.5 Slide Layouts Layout is the method of arranging things or objects on a slide. A layout generally consists of place holders for different objects or text. 3.12.6 Types of Slide layout 1. Title Slide : One title placeholder near the top of the slide, and one subtitle placeholder. 2. Title and Content : One title placeholder and one large content placeholder. 3. Section Header : Similar to the Title Slide layout, but with a contrasting background. (Useful for alerting your audience that you’re starting a new section of your slideshow.) 4. Two Content : One title placeholder and two content placeholders, each containing an icon you can click to add a diagram, chart, picture, or other content. 5. Comparison : Similar to the Two Content layout, but with extra placeholders for headings. 6. Title Only : One title placeholder. 7. Blank : No text placeholders at all. 8. Content with Caption : One title placeholder and one placeholder containing an icon you can click to add a diagram, chart, picture, or other content. 9. Picture with Caption : One title placeholder and one placeholder you can click to add a picture. 3.12.7 Changing the Slide Layout The change the slide layout, follow the given steps : l Click the slide whose layout to be changed. l Click Home tab l Click Layout from the Slides group. l Choose the layout you want. You will see the layout of the selected slide has changed. 87

3.12.8 Adding New Slides While designing a presentation, you need to add more slides as and when you require. To add more slides into your existing presentation, all you need to do id to follow any of the following three ways of adding a slide: Method 1: On the Home tab, click the New Slide button in the Slides group. Method 2: Press Ctrl+M. Method 3: Right-click in the Slides or Outline tab on the left and then choose New Slide. 3.12.9 Editing and Formatting a Slide Editing Slide Text You know how to enter text into your presentation, but what happens if you decide you want to change the text? PowerPoint allows you to navigate to a specific slide and change the text. 3.12.10 Navigate in a Presentation To move to : Steps The last slide in the presentation Drag the scroll box to the bottom of the scroll The first slide in the presentation bar or press [Ctrl] and [End] The next slide in the presentation Drag the scroll box to the top of the scroll bar The previous slide in the presentation or press [Ctrl] and [Home] To a specific slide Click in the scroll bar below the scroll box or press [Page Down] Click in the scroll bar above the scroll box or press [Page Up] Drag the scroll box up or down until the scroll indicator displays the slide you want 3.12.11 How to Edit Text in a Slide Pane You can edit text or move bulleted text in the Slide pane or the Outline tab. To edit text in the Slide pane: 1. Select the bulleted text you want to change. 2. If necessary, edit the text by: Ü Pressing the [Delete] key to delete the text; Ü Typing new text to replace the selected text. 3. If necessary, move the bulleted item by: Ü Selecting the entire bulleted item; and Ü Dragging the item up or down to move it to its new location. 88

3.12.12 Formatting Text Slides Apply Character Formats You can use character formatting to add interest to presentations, but do so sparingly. Keep in mind that adding too much character formatting can detract from your message or make it confusing. Format Text You can change the appearance of text by changing its font, size, style, and color. You can format text in the Outline tab or the Slide pane. To format text : Ü Select the text you want to format. Ü To change the font, select a new font from the Font drop-down list on the Formatting toolbar. Ü To change the size, select a new size from the Size drop-down list on the Formatting toolbar. Ü To change the style, click the Bold, Italic, or Underline button on the Formatting toolbar. Ü To change the color, select a new color from the Font Color button’s drop-down palette. (The Font Color button is on the Drawing toolbar). Align Text Alignment determines the position of the text within its text object box on a slide. Text can be left-aligned, right-aligned, centered, or justified, as follows : 1. Select the text you want to align. 2. Choose Format Ú Alignment to display the Alignment sub-menu. 3. From the sub-menu, select the alignment option you want: Ü Align Left - aligns text at the left edge of the text object box. Ü Center - aligns text between the left and right edges of the text object box. Ü Align Right - aligns text at the right edge of the text object box. Ü Justify - begins text at the left edge and ends the text at the right edge of the text object box. You can also use the Alignment buttons on the Formatting toolbar to left-align, center, and right-align text. 3.12.13 Changing the order of the Slides l In the Outline and Slides tab Pane, click the Slides tab. l Click on the slide thumbnail that you want to move, and then drag them to their new location. NOTE : To select multiple sequential slides, click the first slide, and then hold down SHIFT while you click the last slide that you want to select. To select multiple non-sequential slides, hold down CTRL while you click each slide that you want to select. 89

3.12.14 Themes and Background Styles Themes A theme is a predefined combination of colors, fonts, and effects that can be applied to your presentation. PowerPoint includes built-in themes that allow you to easily create professional-look- ing presentations without spending a lot of time formatting. Each theme has additional background styles associated with it that can be applied to the slides to modify the theme. A theme is automatically applied when you create a new presentation in PowerPoint, even though the slide background is white. This default theme is called the Office Theme. The Office Theme consists of a white background and Calibri font of various sizes for titles and body text. You can apply a different theme to your slides before adding text or making changes to the default slide. An advantage of doing this is that the location of the text will not move. If you apply the theme after entering text on the slides, the text boxes and placeholders may move, depending on the theme you choose. An advantage of entering some of your text before applying a new theme is that the live pre- view feature allows you to see how the themes will affect your specific text. The example below is the Aspect theme. To apply a theme : l Select the Design tab. l Locate the Themes group. Each image represents a theme. Figure 3.76 : Themes of PowerPoint l Click the drop-down arrow to access more themes. l Hover over a theme to see a live preview of it in the presentation. The name of the theme will appear as you hover over it. l Click a theme to apply it to the slides. 3.12.15 Background styles Background styles can be added to your slides after a theme is applied. The styles are fill varia- tions based on theme colors. When you switch to a different theme, the background styles are updat- ed based on the new theme colors. The background style options for the Urban theme are different from the background style options for the Apex theme. The colors are different based on the theme colors. To apply a background style : l Click the Background Styles command in the Background group on the Design tab. 90