CAB.pdf

BCH 3.3: COMPUTER APPLICATIONS
IN BUSINESS
By-: Dr. Ankur Kukreti
Associate Professor
Dev Bhoomi Uttarakhand University

Syllabus
• Unit 1: Word Processing
• Introduction to word Processing, Word processing concepts, Use of
Templates, Working with word document: Editing text, Find and
replace text, Formatting, spell check, Autocorrect, Auto text, Bullets
and numbering, Tabs, Paragraph Formatting, Indent, Page
Formatting, Header and footer, Tables: Inserting, filling and
formatting a table; Inserting Pictures and Video; Mail Merge:
including linking with Database; Printing documents.
• Creating Business Documents using the above facilities
• Unit 2: Preparing Presentations
• Basics of presentations: Slides, Fonts, Drawing, Editing; Inserting:
Tables, Images, texts, Symbols, Media; Design; Transition;
Animation; and Slideshow.
• Creating Business Presentations using above facilities

• Unit 3: Spreadsheet and its Business Applications
• Spreadsheet concepts, Managing worksheets; Formatting, Entering data, Editing,
and Printing a worksheet; Handling operators in formula, Project involving multiple
spreadsheets, Organizing Charts and graphs.
• Generally used Spreadsheet functions: Mathematical, Statistical, Financial, Logical,
Date and Time, Lookup and reference, Database, and Text functions.
• Unit 4: Creating Business Spreadsheet
• Creating spreadsheet in the area of: Loan and Lease statement; Ratio Analysis;
Payroll statements; Capital Budgeting; Depreciation Accounting; Graphical
representation of data; Frequency distribution and its statistical parameters;
Correlation and Regression.
• Unit 5: Database Management System
• Database Designs for Accounting and Business Applications: Reality- Expressing the
Application; Creating Initial design in Entity Relationship(ER) Model; Transforming ER
Model to Relational data model concepts; Implementing RDM design using an
appropriate DBMS. SQL and Retrieval of Information: Basic Queries in SQL;
Embedded Queries in SQL; Insert, Delete and Update statements in SQL.
• DBMS Software: Environment; Tables; Forms; Queries; Reports; Modules;
• Applying DBMS in the areas of Accounting, Inventory, HRM and its accounting,
Managing the data records of Employees, Suppliers and Customers.

Unit-1
• Word Processing refers to the act of using a computer to create, edit, save and print
documents. In order to perform word processing, specialized software (known as a Word
Processor) is needed. One example of a Word Processor is Microsoft Word, but other word
processing applications are also widely used. Examples include: Microsoft Works Word
Processor, Open Office Writer, Word Perfect and Google Drive Document..
• These programs allow users to create a wide variety of documents including (but certainly
not limited to) reports, letters, memos, newsletters and brochures. In addition to typing
text, the word processor allows you to add content such as pictures, tables, and charts to
your documents as well as decorative items including borders and clipart.
• The editing and formatting capabilities of the word processor demonstrate the application's
true power. Text can be inserted, edited, moved, copied or deleted within your document
and the appearance of the text can be modified in numerous ways. Most word processors
also give your the ability to check your spelling and grammar and many have built in
dictionaries and other tools to assist you in your writing.

• -A-
Alignment: Alignment refers to the way text is arranged in the document between the margins. In horizontal alignment,
paragraphs of text can be left aligned (flush against the left margin), right aligned (flush against the right margin), or
centered (each line within the paragraph centered between the margins). There is a fourth alignment option known as
"justified". Text in a justified paragraph will be spread evenly across the page and appear as a block with text lining up on
both the left and right margins.
Application: Another word for a software program. In word processing, the application is a Word Processor such as
Microsoft Word.
AutoCorrect: This feature is used to correct typos and misspelled words. When AutoCorrect is turned on, common mistakes
are automatically replaced using a default a list of words that are stored in the word processing application. The user can
also typically modify the list to include their own common misspellings.
-C-
Clipboard: The clipboard is a temporary holding area the computer uses for any item that has been copied or cut. When an
item such as text is placed on the clipboard, it can then be pasted elsewhere in the document. Items will stay on the
clipboard until they are deleted or erased. The manner in which the clipboard is cleared depends on the application being
used. Quite often, the clipboard is cleared when another item is cut or copied or if the application is closed.
Copying: The process of copying will take an existing item in a document and creates a duplicate in a new location in the
document (or even in another document). When an item is copied, it is stored temporarily on the clipboard waiting to be
pasted elsewhere.
Cursor/ Insertion Point: The cursor (also known as the insertion point) is a flashing vertical bar on the screen that indicates
where entered text or objects will be placed in the document. To place the cursor to a new location in your document, you
would move your mouse pointer to the new location and click the left mouse button once. The flashing cursor should now
appear in the new location and any text typed or object inserted will be placed there.
Cutting: The process of cutting is used to move text or objects in a document. Cutting takes an existing item in a document,
removes it from its current location and stores it on the clipboard. The item can then be pasted elsewhere in the document
(or even in another document) as long as it remains on the clipboard.

• -D-
Document: A document is the file that is created using a word processor. Documents can contain many
different types of items such as text, images, tables, charts, borders and clip art.
• -E-
Editing: Editing is the process of making changes or corrections in a document. It includes alterations to the
text itself, moving or copying items to other locations and applying formatting options to the document itself
and items within it.
• -F-
Footer: The footer is an area that appears at the bottom of every page in a document that can contain one or
more lines of text. One common use of the footer is to insert the current page number on every page in the
document.
• Font: A font is a set of letters and numbers of one particular typeface. The font includes not only the typeface,
but other characteristics such as size, spacing and emphasis. An example of a font would be Arial, 12 point,
italic.
• Formatting: The process of formatting a document involves specifying how the document will look in its final
form on the screen and when printed. Common formatting options include the font, font size, color,
alignment, spacing, margins and other properties.
• -H-
Header: The header is an area that appears at the top of every page in a document that can contain one or
more lines of text. One common use of the header is to include information about the document (such as the
title) on every page in the document.
Highlighting / Selecting: Highlighting (or Selecting) an object or area of text is typically the first step to
making a change to that item. When an item is highlighted (or selected) the next action (whether it be
formatting, deleting, copying, or cutting) will typically only affect that item. Items are usually highlighted
(selected) using the mouse by clicking in the starting position (and holding down the mouse button) and
dragging to the end of the area that you want to select.

-I-
Indent: The space between the margin of the page and the text. Most word processors allow for both left and right indentation.
One other common use of indention is what is known as a "first line indent" where only the first line of a paragraph is indented
and the remaining lines of text lie directly against the left margin of the page.
Insertion Point/ Cursor: The insertion point (also known as the cursor) is a flashing vertical bar on the screen that indicates
where entered text or objects will be placed in the document. To place the insertion point to a new location in your document,
you would move your mouse pointer to the new location and click the left mouse button once. The flashing insertion point
should now appear in the new location and any text typed or object inserted will be placed there.
-L-
Landscape: Page orientation refers to the way the rectangular page is turned or positioned for viewing or printing. The two
types of orientation in word processing are portrait and landscape. Portrait orientation is where the height of the page is greater
than the width. Landscape orientation, on the other hand, has a greater width than height (the page is turned on its side).
• Legal Size: The term "Legal" in the page layout area of a word processing application refers to the size of the paper being used to
print the document. The dimensions of legal sized paper are 8.5 X 14 inches.
• Letter Size: The term "Letter" in the page layout area of a word processing application refers to the size of the paper being used
to print the document. The dimensions of letter sized paper are 8.5 X 11 inches.
Line Spacing: Line spacing refers to the amount of white space between lines of text in a paragraph. Commonly used line
spacing settings are single spaced and double spaced.
-M-
Margin: The margin is the white space between the edge of the page and where text or other items can be placed in your
document. Margin settings can be adjusted to include more or less space around the edge of the page and left, right, top and
bottom margins can be changed independently of one another.
• Menu Bar: The menu bar typically appears at the top of the word processing application's window and contains a listing of the
main commands in the form of text. Menu items that are common among multiple applications include File, Edit, View and
Help. When you click on one of these items, additional options appear in a drop-down menu on the screen.

• -P-
Paragraph: In a word processing document, a new paragraph is created each time the enter key on the keyboard is pressed.
A paragraph can be made up of several lines of text, a single item, or nothing at all. Microsoft Word has a view that will show
you where each paragraph in a document begins or ends.
Paragraph Spacing: Paragraph spacing refers to the amount of white space that is left between paragraphs when the enter
key is hit. Unlike line spacing, paragraph spacing does not affect the amount of space between lines of text, but instead,
between one paragraph and the next.
Pasting: After text or another item is cut or copied it is placed on the clipboard. The process of pasting takes the item on the
keyboard and places it in current location of the insertion point.
Portrait: If the page layout indicates Portrait page orientation, the vertical edge of the paper is larger than the horizontal
edge. Portrait orientation is the most common orientation in word processing. Landscape (where the horizontal edge is
larger than the vertical edge) is the other option.
Print Preview: Print Preview is a word processing feature that will show you what your document will look like on a piece of
paper if it were to be printed.
• -R-
Rulers: The rulers appear at the top and side of the document within the word processing window and are used to show the
position of the margins, tabs, indents, columns, rows and other items that are set for the document.
-S-
Scroll Bars: Since many documents are too long to fit legibly on a single computer screen, vertical and horizontal scroll bars
are included to allow you to move through the document and change the area of the document that is currently being
viewed on the screen.
Selecting / Highlighting: Selecting (or Highlighting) an object or area of text is typically the first step to making a change to
that item. When an item is selected (or highlighted) the next action (whether it be formatting, deleting, copying, or cutting)
will typically only affect that item. Items are usually selected (or highlighted) using the mouse by clicking in the starting
position (and holding down the mouse button) and dragging to the end of the area that you want to select.
Spelling / Grammar Checker: Most word processing programs include a utility that checks for proper spelling and grammar.
Depending on the application being used, these utilities may run automatically and alert you to errors as you type (such as in
Microsoft Word) or require you to run the utility manually. Either way, you typically will be given options as to whether or
not to accept the changes suggested by the utility. The exception to this would be if AutoCorrect is turned on and the item in
question appears in the AutoCorrect listing.

• -T-
Tabs: Tabs are used to control the placement of text on a page. Tab stops can be set within the ruler at the top of the word
processing window. In addition to the location of a tab (example: 2 inches in from the left margin), the type of tab can also
be set. Common tab types include left, right, centered and decimal. The tab type controls how the text will be aligned if it is
forced to that tab stop. When the tab key is pressed on the keyboard, the cursor will move to the next tab stop location.
• Table: A table is a collection of text, data or other items that are arranged in columns and rows.
Template: A template is a starting point for a document that contains initial formatting options, settings, colors, layout and
placeholders. A typical blank document begins with the "Normal" template, but sometimes it is a time saver to begin with a
preformatted template when creating a more advanced document (such as a brochure or flyer).
Tool bar: A tool bar consists of buttons that provide a shortcut way of performing a commonly used function. There are
many different toolbars that exist in word processing applications, each of which focuses on a particular topic or category.
Typeface: The typeface determines the shape of the letters and numbers in a document. Common typefaces include Times
New Roman and Arial. A collection of letters and numbers of one particular typeface makes up a Font.
-U-
Undo: The "Undo" command can be used to reverse the last action (or series of actions) that you have performed in a
document. When using the Undo command, each item must be reversed sequentially, meaning that if you would like to
undo the action you took 7 actions ago, you would first need to undo actions 1 through 6 as well.
-W-
Wizard: A wizard is an interactive feature built into the word processing application (particularly in Microsoft Word) that will
walk you step-by-step through a specialized process. One example of a Wizard included in Microsoft Word is the Mail Merge
Wizard which provides assistance with automatically creating letters, mailing labels or envelopes from a list of names and
addresses.
Word Processing: Word Processing refers to the act of using a computer to create, edit, save and print documents.
Word Wrap: Word Wrap refers to the function of a word processor that will automatically force text to a new line when the
right margin is reached while typing. Word Wrap eliminates the need for pressing the Enter key on the keyboard at the end
of every line.

WORD PROCESSING
TOOL
Introduction
After completing this Chapter, the
student will be able to:
• work with any word processing
program,
• create, save and open a
document using a word
processor,
• format a document inserting
bullets/numbering, tables,
pictures, etc.,
• set custom tabs and apply styles,
• prepare a document for printing,
• enhance the features of the
document inserting graphics,
tables, pictures, charts, etc., and
using different formatting styles,
• modify document using various
editing and formatting features
within or across documents,
• produce documents for various
purposes and
• apply mail merge facility to send
a document to different
members.
3
We have to submit a project as part of our course
evaluation. We will perhaps take a chart paper
and design the project, write a report and submit
it to our teacher. That’s the way we have done it
all along? Have we ever thought of typing the entire
project report using a computer and submitting it
in a nicely designed printed form? Ever reflected
on getting information from the Internet and
presenting it neatly for the project? Now that’s
the way things are being done! And if we are already
thinking of it, it’s time to discover some document
creation software, i.e., word processing tool to get
the job done. Not only a project, we can get lots of
other things done through it – writing letters and
applications, making newsletters, designing
posters, and the list goes on and on!
Objectives
Computers are dominating our lives today in
more ways than we know. The power of
computers can however be seen in the word
processing tools.
I like the computer because it keeps giving you
options. What if I do this? You try it, and if you
don't like it you undo it. The original can always
be resurrected. It raises the idea of working on
one painting your whole life, saving it and
working on it again and again.
Elliott Green
Research Associate and Tutorial Fellow, Oxford University

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Computers and Communication Technologies
3.1 WORD PROCESSING
Word processing is the ability to create documents using a word
processor. It can also refer to advanced shorthand techniques,
sometimes used in specialised contexts with a specially modified
typewriter. These were primarily aimed at typists, particularly in offices
where other workers sent handwritten notes to be transcribed into
documents for printing which were returned for reviewing. The word
processing operators achieved considerable time saving largely due to:
• the faster typing speeds achieved as a result of electronic keyboards
• the assistance of the word processing software for functions like
layout and spell check, etc.
Today, there are different word processors available; some are
proprietary like Microsoft Word, WordPerfect Office, StarOffice Writer,
etc., while others are open source like Kwrite, Openoffice.org Writer,
etc. Basic functions in all remain more or less similar and do not require
advanced computer or typing skills for use. However, a complete word
processor is that which lets us work with text and other features, for
example, pictures, tables, artistic texts, to create interesting and
meaningful pages. We can make our own posters for bulletin board, type
letters and attach them as documents to an e-mail, etc. Since MS Word,
an integral component of MS-Office, is one of the programs which provides
all these features and many more and is also being mostly used due to
its ease of usage, we have taken it as a sample Word Processing Tool.
3.2 STARTING THE WORD PROCESSOR
Most of the time, we will be able to start the word processor of our
choice from the Program option under the Windows Start menu. Of
course, we might also create a shortcut on the desktop to access our
word processor.
For example, to start Microsoft Word, click on
• , then on
• , and lastly on
•
as shown in figure 3.1.
3.2.1 ANATOMY OF THE APPLICATION WINDOW
The first and foremost task is to get acquainted with the application
window of the word processing package that we are planning to use.
As already mentioned, most of the packages allow the user to perform
identical tasks; their application windows too appear by and large
comparable. The important components of this are:
• Menu Bar : Provides menu options like File, Edit, View, etc.

Word Processing Tool
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• Standard Toolbar : Contains tools for standard tasks, like saving,
printing, cutting, copying, pasting, etc.
• Formatting Toolbar : Provides tools for formatting like bold, italic,
underline, etc.
• View Buttons : Provides options to switch between Normal, Web
Layout, Print Layout, Outline and Reading views.
• Tab stop: A position we set for placing and aligning text on a page.
• Drawing ToolBar : Provides tools for drawing basic shapes, inserting
pictures, changing colors, etc.
• Status Bar : This provides information about the current document.
Figure 3.1 : Selecting Word to start
Figure 3.2 : Application Window
Standard toolbar
Formatting toolbar
Reviewing toolbar
Tab stop—A position
you set for placing and
aligning text on a page.
View buttons—Click
to switch between
Normal, Web Layout,
Print Layout, Outline
and Reading views.
Status
New Document
task pane
Other Task Panes
m e n u — S e l e c t
other task panes,
including Reveal
F o r m a t t i n g ,
Search, and
more.
Drawing toolbar
Title Bar

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When we start MS-Word, a blank document opens up. Word names
the document as Document1 (Figure 3.2). We can also start a new
document in any of the following ways:
• Click on New button ( ) on the Standard toolbar, or
• Click on New option in the File menu (Figure 3.3).
After we have started a new document, type in some introductory
text into the document. When we start a new document, the insertion
Other programs like WordPad, NotePad could also be used to create word documents,
but these programs lack certain important features as compared to MS-Word.
Therefore MS-Word is a more complete package for word processing.
Figure 3.3 : To open new document
from file menu
Figure 3.4 : To save a document
from file menu
Figure 3.5 : Save As dialog box
Filename
The file will be saved in
this folder. You can click
on the arrow to select
another drive or folder
Double click
to open any of
these folders
point (the blinking vertical line, also called cursor)
appears in the first column of the first line. We
can just type the text, and it will appear where
the insertion point is. But in a document where
we already have the text, we can place the
insertion point anywhere in the text by clicking
the mouse pointing at the desired location.
3.3 HOW TO SAVE A DOCUMENT?
• Click on Save button ( ) on the formatting
toolbar, or
• Click on the Save option in the File menu
(Figure 3.4).
The Save As dialog box appears (Figure 3.5).
It’s a good idea to give the new document a name
and save it as soon as we create it.
The steps we should follow to save our
document are as follows:

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• Automatically, we will save our file in My Documents folder. If we
need to save in some other location, navigate towards it by clicking
on the arrow on the right, and selecting one of the available options.
Select the location. Figure 3.5 shows the drive/folder/sub-folder
where we want to save the document.
• Type the filename as Document New and Type of document as Word
document.
• Click on the Save button.
We can cancel the process at any time by clicking on the Cancel button.
3.4 HOW TO OPEN AN EXISTING DOCUMENT
• Click on Open under File menu, or click on tool on the Standard
toolbar.
• The Open dialog box is seen on the screen. This is similar to the
Save As dialog box.
• Navigate to the folder where our file is located, select the filename.
• Click on Open.
3.5 FORMATTING TEXT
Formatting refers to the way our text will look like – the design of
the characters, their size, the space between paragraphs, their
alignment, etc.
First, selection of text.
• By using the mouse, position the insertion point (by clicking the
mouse) at the beginning or end of the block to be selected and then
click and drag to the end or beginning of the block.
• By using the shortcuts:
n Double-click on a word to select it.
n Triple-click on a paragraph to select it.
n Ctrl+click on a sentence to select it.
There are basically two types of formatting:
• Character formatting, and
• Paragraph formatting
3.5.1 CHARACTER FORMATTING
Character formatting is the one which we can apply to any individual
character or to a group of characters. It has the following options
(Figure 3.6):
Font : This decides the appearance of our characters.
Font Style : We can make characters stand out by making them Bold,
Italic or both.

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Size : This increases/decreases
the size of the characters – the
size measured in points
(72 points =1 inch)
Font Color : We can apply
colours to the characters for
printing the final document.
Underline : We can draw
attention to some particular
text by underlining it.
Effects : We can also apply
effects to our text. Two most
common ones are Superscript
and Subscript. The 2 in 32
is a
superscript. To make a
character into superscript, we
need to select only that
character, and click the box
against Superscript. Similarly,
1 in T1
is a subscript.
3.5.2 PARAGRAPH FORMATTING
There are some formatting features that get applied to an entire
paragraph or paragraphs, but not to any given character or a group
thereof. Such formatting
features are described as
Paragraph formatting.
It provides the following
options (Figure 3.7):
Alignment : The alignment of
a paragraph may be left, center,
right or justify as given in
Table 3.1.
Indentation : Indents are the
left and right boundaries of
selected paragraphs within a
d o c u m e n t . T h i s m a y b e
necessary when different
paragraphs have different left
and right boundaries. For
example, we can see the
indentation in poems. The
indentation options available
in most word processors are
Figure 3.6 : Character formatting box
Special
Indentation
like first line
or hanging
Paragraph
Alignment
Paragraph
Indentation
Paragraph
Spacing Line spacing
like single,
double, etc.
Figure 3.7 : Paragraph formatting box

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Left and Right. Apart from these, we can have special indentation in
the form of First Line and Hanging.
Spacing : This option allows us to have some space before and/or
after a paragraph or a group of paragraphs. We can select the
paragraph(s) and select or type in the desired value against the appropriate
option – Before or After. These values are measured in points.
There is also a Line spacing option, which decides on the spacing
between the lines of the paragraph. Normally we will type with the
value Single for it. But if we want to have more space between the
lines, we can select 1.5 lines or Double for it.
3.5.3 TO ADD BULLETS OR NUMBERING
Bullets are small dots, squares, dashes or graphics that are often
seen before the text (word, line, sentence, paragraph or any other
object). To add bullets,
• Select the object
• Click on Bullets and Numbering from Format menu to open the Bullets
and Numbering dialog box (Figure 3.8)
Table 3.1 : Different types of Alignments
Alignment Description
Left Alignment All the lines of the paragraph will be aligned on the left.
Right Alignment All the lines of the paragraph will be aligned on the right.
Center Alignment All the lines of the paragraph will align to the center.
Justify The left as well as the right side of the paragraph will be
aligned except for the last line.
Activity 3.1
Type “We are changing the font”. Try the activity by using the following options:
• font Arial,
• font style Italic,
• size 10 point,
• font colour blue,
• underline style - a simple line,
• underline colour green, and
• effects Small Cap.
• right alignment,
• indentation 1 inch for left as well as right,
• first line indent 0.5 inch,
• spacing as 6 point both before and after the paragraph and
• line spacing 1.5 lines.

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Many of the formatting options
discussed above can be applied through
the Formatting Toolbar (Appendix 3.1 Tools in Formatting Toolbar).
The tools for Bold ( ), Italic ( ), Underline ( ), Shadow,
Numbering, and Bullets act as toggles – that is, the desired formatting
will be applied if it is not already applied to the selected text, else it
will remove that formatting.
3.5.4 USING TABS TO ARRANGE DATA
The tab setting allows us to align the text at a particular point, or to
create a tabular layout. Try this out – open a new document and
• type 2 3 4 5 6, pressing the tab key after every digit. Press the
Enter key.
• type 22 33 44 55 and 66, again pressing tab key after every number
(type 22, press tab, type 33, press tab, and so on).
3.6 A GLANCE INTO VIEWS
Most word processors provide us multiple views: we can select the one that
suits the work at hand. We can display our document in one of the five views:
Normal layout, Web Layout, Print Layout, Reading Layout or Online Layout.
• Normal Layout
Normal layout view shows formatting such as line spacing, font,
point size and italics.
• Web Layout
Web layout view enables us to view our document as it would appear
in a web browser such as the Internet Explorer.
Click here to
select numbers
Click here to
select bullets
Figure 3.8 : Bullets and numbering dialog box
Click on the bullet of your choice,
and click OK.
Instead of a bullet, a number may
also precede a group of paragaphs. To
do so, proceed as follows:
• Choose the numbered tab from Bullets
and Numbering of Format menu to
view the numbering options.
• Select the numbering option of choice,
and click OK.
To remove bullet(s) or number(s)
applied to paragraph(s), select the
paragraph(s), open the Bullets and
Numbering dialog box, and select
None in Bulleted or Numbered tab.
Click on OK.

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• Print Layout
The Print Layout view shows how the document will look when it
is printed.
• Reading Layout
Reading Layout view formats our screen to make reading our
document more comfortable.
• Outline Layout
Outline view displays the document in outline form.
Only headings can be displayed hiding the text
under them. We can just move a heading; the
accompanying text will automatically move with it.
We can opt for any one of the available views by
selecting it from the View menu, or clicking on the
appropriate View Buttons – .
3.7 CREATE A TABLE
Tables provide a neat way to present complex
information in vertical columns and horizontal rows
of cells. Each cell can contain text – a single
paragraph or multiple paragraphs – or graphics. To
insert a table:
• click on Insert in the Table menu and select on
Table from resulting menu. (Figure 3.9)
• This opens up the Insert Table dialog box
(Figure 3.10). Type in some value for the number
of columns and rows… let us type in the values
5 and 4 respectively.
• We can now see this table (Figure 3.11) on the
page – with 5 columns and 4 rows
• Time to type in some text! We can move the
insertion point from one cell to another by
clicking the mouse at the desired cell. We can
also press the Tab key to move to the next cell,
or Shift+Tab keys to move to the previous one. !,
!, ! and ! keys can also be used for this.
Figure 3.10 : Insert Table
dialog box
Figure 3.11 : Blank table created
Figure 3.9: To insert table in the
document

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• When a table is inserted, all columns are of same width and all
rows are of same height. To change their size, move the mouse
pointer to the line separating the rows or columns. If the mouse is
at column separator, it will change to ; if it is on the line bordering
two rows, it changes to . Now drag the mouse to change the size
of the column or row. If the cell is selected, then only the size of the
selected cell changes instead of the entire column or row.
• Type in the text and adjust the column widths to make a table
as shown in Table 3.2:
There are times when we need to change the number of rows/
columns after we have inserted the table. There are two options each
for rows and columns in the Table menu.
• To insert columns, use the options Columns to the Left or Columns to the
Right under Insert option of Table menu. Put the insertion point in
any cell at the column adjacent to the location where the new
column is to be inserted, and select the appropriate option.
• For rows, the options are Rows Above and Rows Below. We can use
these like we did for inserting columns.
To delete row(s) or column(s), we can utilise
the Delete option under the Table menu. The
various alternatives under this option are seen in
figure 3.12.
Select cell(s) in appropriate row(s) or column(s),
and click on the choice to delete Rows or Columns
as desired. To delete the entire table, put the
insertion point somewhere in the table and click on
Table under Delete option.
Two or more cells can be merged into a single
cell. Alternatively, a single cell can be split into
several new cells. These options are also available
under the Table menu as seen in the figure above.
To merge cells, select two or more cells and click on Merge Cells. To
split cell(s), select the cell(s) and click on Split Cells... . The Split Cells
Figure 3.12 : Table menu for delete
options
Roll No Name Class Section House
1 Vijaya XI A Red
2 Lalruata XI B Blue
3 Kabir XI A Yellow
Table 3.2: Sections and Houses of Class XI Students

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dialog box appears, soliciting the number of rows and columns into which
we would like to split the cell(s).
The easiest and quickest way to decorate the table:
Click on Table AutoFormat... under the Table menu. Table Autoformat
dialog box appears.
Let us decorate the table we
had created:
• Place the insertion point
anywhere in the table.
• Open the table menu, and
click on Table Autoformat.
• In the Table AutoFormat
dialog box (Figure 3.13),
select Contemporary. We can
observe the preview portion
of the dialog to see the effect.
Click on Apply. Our simple
table now looks very different
(Table 3.3) from what it
originally was.
3.8 INSERTING
PICTURE IN A
DOCUMENT
Graphics can add interest and
impact to the documents.
Suppose we have completed a
letter telling our friends about
the great party we threw for a
birthday. The words capture
the festive mood of the event,
but that page of text looks
lifeless and dull. We need graphics to enliven our prose.
Figure 3.13 : Table AutoFormat dialog box
Roll No Name Class Section House
1 Vijaya XI A Red
2 Lalruata XI B Blue
3 Kabir XI A Yellow
Table 3.3 : AutoFormatted Table 3.2

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We can insert picture from a picture file or we
can use any of the clip arts provided with MS-Word
or any word processor of our choice.
3.8.1 INSERT A CLIP ART
Let us insert a clip art into our Document New file:
• Open the Document New file.
• On the Insert menu, select Picture, and then
click Clip Art.
• The Clip Art task pane opens up. (Figure 3.14)
• In the Clip Art task pane, type the search term
(for example, “computer”) in the Search for field,
and click on the Search button. If we are not
looking for anything in particular, don’t type in
any text, just click.
• Select the insertion point in the document where
we want to insert clip art (Figure 3.15 (a)), and
then click the clip we want on the task pane
(Figure 3.15 (b)).
Figure 3.14 : Clip Art task pane
Figure 3.15 (a) : Selecting the insertion point , (b) Selecting the clip art
• The clip art will get placed where the insertion point was
(Figure 3.15 (c)).
Figure 3.15 (c) : Inserting clip art in the document

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3.8.2 TO INSERT A GRAPHIC FROM A FILE
• On the Insert menu, select Picture, and then click from File.
• The Insert Picture dialog box opens up. Browse the graphic file.
• Click the file, and then click Insert.
• The picture gets inserted where the insertion point was located.
3.8.3 TO APPLY WRAPPING STYLE
We have inserted a clip art or picture, but we do not want blank space
to the right and left of the picture. No problem, we can further refine
the layout of the graphic and text. Using the five wrapping styles, we
can create documents with just the look we want.
To apply wrapping styles to a graphic,
• Click on the graphic to select it.
• On the Format menu, click Picture.
• In the Format Picture dialog box, click the Layout tab.
• Click the preferred wrapping style, and then click OK.
Different Wrapping styles are given in Appendix 3.3.
3.9 HOW TO COPY, MOVE AND DELETE TEXT
Any word processor will allow us to copy or move text/graphics from
one part of the document to another or from one document to another.
If the same text is appearing in more than one place, the copy option
can save us from quite a lot of trouble. If we want to reorganise the
document by changing the position of certain text, we need not delete
the text from existing location and re-type at the new location – just
move it from its current location to the desired location.
To copy or move, proceed as follows:
• Select the item to copy or move. This can be a character, a few
words, some paragraphs or a graphic.
• If we want to copy, click on Copy from Edit menu. Alternatively, we
can click on tool on the Standard toolbar.
• If we want to move, click on Cut from Edit menu. Alternatively, we
can click on tool on the Standard toolbar.
• Place the insertion point at the destination location (this may be
within the same document, or in another document), where we
want the text or graphic to be copied or moved.
• Click on Paste from Edit menu. Alternatively, we can click on
tool on the Standard toolbar.
To delete some text or graphic, select the same and simply press
the Delete key.

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3.10 CHECKING SPELLING AND GRAMMAR
Checking spelling and grammar in a document
after we finish typing and editing the text is
very useful. We can check for possible mistakes
and then confirm each correction. In Microsoft
Word, we can start the spell checker by clicking
on Spelling and Grammar option under Tools
menu (Figure 3.16).
When the spell checker finds a spelling
mistake, a dialog box or task pane
(Figure 3.17) is displayed and the first misspelt word found by the
spelling checker is selected.
Figure 3.16 : Tools menu
Figure 3.17: Task pane for Spelling and Grammar
We can resolve each error that the program finds in different ways:
• We can use one of the words suggested by the word processor and
click Change.
• We may want to change the word ourselves. Click the word on the
document (not in the Spelling and Grammar dialog box) and edit it.
After fixing the error, click on Resume.
• The indicated word may actually be the correct one, but not available
in the Dictionary; for example, the name of the town Shillong. To
include such word into the word processor’s dictionary, click Add
to dictionary. If, we would like to ignore it, click Ignore once. If we
want to ignore all instances of such cases in the document then
click Ignore All.

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After we resolve each misspelt word, the word processor flags the
next misspelt word so that we can decide what we want to do.
After the program finishes flagging the spelling mistakes, it begins
showing us the grammatical mistakes. We can proceed in a similar
fashion to correct those also.
Alternatively, we can check spelling automatically while we type.
In that case, we can be more confident that we won’t need to correct
a lot of spelling mistakes when we are ready to deliver our
document. Word flags misspelt words by underlining them with a
wavy red line (Figure 3.18) so that we can easily spot them. We
can right-click the misspelt word to see suggested corrections on
the resulting shortcut menu.
Figure 3.18 : Entering text with Spellchecker on
Similarly, the grammar mistakes are flagged by a wavy green
underline – we can correct these just as we corrected the spellings.
However, don’t blindly accept the corrections suggested by the word processor. The
word processor is not always accurate in detecting spelling and grammar errors!
3.11 SETTING PAGE LAYOUT
When a document is to be printed, the word processor has to be told as
to how the document should appear on the page, i.e., its paper size,
margins, layout of the paper, etc.
To alter the page setup, click on Page Setup under the File menu. In the
resulting Page Setup dialog box (Figure 3.19), set the margins to the required
values. Let us set the margins as Top – 1 inch, Bottom – 1 inch, Left –
1.25 inch and Right – 1.25 inch.

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Figure 3.19 : Page set up dialog box
orientation, and selected the paper size.
3.12 MAIL TO MANY IN SIMPLE STEPS – THE MAIL
MERGE
We use mail merge when we want to create a set of documents that
are essentially the same except that each contains some unique
elements. For example, in a letter to invite friends to a birthday party,
the date of invitation and the text thereof will be same everywhere, but
the address and greeting line will be different in each letter.
Using mail merge, we can create:
• A set of labels for envelopes : The return address is the same on all
the labels or envelopes, but the destination address is unique on
each one.
• A set of form letters, e-mail message or faxes : The basic content is
the same in all the letters, messages or faxes, but each contains
information that is specific to the individual recipient, such as
name, address or some other piece of personal data.
Creating each letter, message, fax, label, envelope, etc. individually
would take hours. That’s where mail merge comes in. Using mail merge,
Apart from the four margins, we
may set the following:
• Gutter is the space left on one side
for stitching and binding – give
an appropriate value, if required.
• The orientation decides whether
the page will be printed
lengthwise (portrait) or across its
breadth (landscape). In other
words, Portrait is taller than it is
wide; Landscape is wider than it
is tall. The orientation buttons
themselves are quite self-
explanatory.
In the Paper tab, select the paper
size on which we are going to print
the document. There are standard
paper sizes like letter, A4, legal etc.
Either we can select one from these
or we can enter the width and
height of the paper we are using.
Click OK once we have typed in
the values for margins, chosen the

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Summary
• A word processor is a software for typing, formatting and creating documents.
• There are two types of formatting that we can apply – character formatting and paragraph
formatting.
• For character formatting, we must first select all the characters where we want to apply
the formatting. For paragraph formatting, it is enough to have any part of the paragraph
selected – for a single paragraph, it is sufficient to place the insertion point somewhere
in that paragraph.
• Character formatting includes – font, font style, size, font colour, underline style, underline
colour, and effects – for example subscript, superscript, emboss, etc.
• Paragraph formatting comprises of – alignment; indents – left, right, first line and hanging;
space before and after paragraphs; and line spacing.
• To highlight the points, we can use bullets or numbering for the paragraphs.
• If we plan to put tabular data, we can either use tabs – left, right, center and decimal; or
use table to type in the text within the cells.
• To enhance the appeal of the document, we can insert pictures – either from clip art, or
from files. We might have to select appropriate wrapping options to have the text around
the picture.
• We can move or duplicate text in a document or across documents using options like
Cut, Copy and Paste.
• If we are likely to make mistakes (and all of us are!), we can utilise the word processor
to check the spellings and grammar.
• Before we print the document, we must decide on margins, page size, gutter etc. through
Page Setup.
• If we need to have many copies of documents which are same except for some parts, like
invitation letters, we can use the mail merge facility to make the task simpler.
• We can allow others to review the documents by editing as well as by adding comments.
These changes can be tracked. We can later decide as to whether to keep those changes
or to revert back to the original text.
all we have to do is create one document that contains the information
that is the same in each version. Then we just add some placeholders
for the information that is unique to each version. The word processor
will take care of the rest.
We can prepare mail-merged documents by using this facility as
described in Appendix 3.2.

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EXERCISES
SHORT ANSWER TYPE QUESTIONS
1. What is a cursor?
2. How many types of text alignments are there?
3. What are the methods of selecting a line in MS-Word?
4. How many types of page orientations are there in page setup?
5. What are the views used in word processors?
6. How can words be added in word processors, dictionary?
7. List the advantages of word processors.
LONG ANSWER TYPE QUESTIONS
1. Give the steps to insert a clip art picture to your document.
2. What is formatting? Discuss the different types of formatting that you can
have using a word processor.
3. Discuss the different types of indentation.
4. How is line spacing different from space before or after paragraphs?
5. What are the various facets of Paragraph Formatting? Explain each one clearly.
6. Explain the process of applying bullets to some paragraphs in a document.
7. What is tab? How do they assist in the process of formatting?
8. What is style? Discuss the steps involved in defining styles. What is the use of
style for next paragraph?
9. How do you change the features of an existing style?
10. How do you insert table in your document? Discuss the steps involved in splitting
and merging cells.
11. Discuss the various text wrapping options available when you insert a picture
in your document.
12. Explain the utility of mail merge.
13. Define mail merging in word processor.
MULTIPLE CHOICE QUESTIONS
Identify the most appropriate option for the following :
1. To increase the space on the left for just one paragraph in a page, you can
adjust
(i) Left indent
(ii) Right indent
(iii) Alignment
(iv) Tabs

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Activities
1 The following interview letter is to be sent to all the candidates who had applied for
admission to XYZ College, informing them the respective date and time of interviews.
The name, address, date and time of interview for each candidate is given. Use Mail
Merge to perform this task. Save your work in the folder created in question number 1.
XYZ COLLEGE : PQRPUR
Dear......................... Date : ............................
Apropos your application for admission to the Degree course on ................... at this
college, you are requested to attend the interview on ................... at ................... The interview
will be held at the Principal’s office. You are to bring :
(i) The higher secondary marksheet.
(ii) Birth certificate
(iii) Character certificate from the last institution attended.
Please note the following :
• Attending the interview does not qualify you for admission.
• In case of any delay on your part, your candidature will stand cancelled.
Principal.
2. When you want to repeat the same formatting at different places in your
document, you can take the help of
(i) Character formatting
(ii) Paragraph formatting
(iii) Style
(iv) Tabs
3. Which of the following is not character formatting?
(i) Text Colour
(ii) Alignment
(iii) Font
(iv) Subscript
4. Which of the following is not a paragraph formatting?
(i) Alignment
(ii) Indentation
(iii) Line Spacing
(iv) Underline style
5. Which of the following cannot be included in a style?
(i) Paragraph formatting
(ii) Character formatting
(iii) Table
(iv) Numbering

The data for the Merging are as follows:
2. Type the text given below, taking note of all the formatting.
Don’t skim over this
Tibetan monks consumed a bowl of this wonder food a day, and lived to the ripe old age of
109. Ayurvedic practitioners have prescribed it for 5,000 years and health-food buffs swear
by its magical properties.
Yet today the reports are conflicting. Because milk, the main ingredient in the preparation
of yoghurt, is considered by many nutritionists to be highly mucous-forming and difficult to
digest, yoghurt has received a step-motherly treatment from the medical community. Yet ounce
for ounce, it packs more calcium, protein, riboflavin, phosphorous and vitamin B12 than milk.
3. Type the text given below, taking note of all the formatting.
Covering All Bases
Dev Dasgupta, 35, is a middle-level manager in a private bank. He’s taken a householder’s
policy to insure his house (valued at Rs 20 lakh), its contents (valued at Rs 3 lakh) and his
wife’s jewellery (Rs 50,000). He also has a comprehensive cover for his pride and joy, a
zippy, new Maruti Zen (cost: Rs 3.6 lakh). Additionally, he’s bought a personal accident
cover for Rs 5 lakh, and a health cover of Rs 2 lakh each for himself and his wife. Here’s
what he pays to secure everything he values. Well, almost everything...
Name Address City Date Time Course
S. Khongwir Malki Shillong 10/6/08 9:30 Comp. Sc.
P. Sharma Malviya Nagar New Delhi 10/6/08 11:30 B.B.A.
S. Sahoo Baily Road Patna 11/6/08 10:45 Mass Comm.
P. Deka Dispur Guwahati 12/6/08 9:30 Biotechnology
A. Sema Church road Dimapur 12/6/08 12:30 Pisiculture
Type of milk used Protein (g) Fat (g) Carbohydrates C a l o r i e s
to prepare yoghurt (g) (g) (g) (g)
Buffalo 89 14 6.3 182
Cow 7 9 9.6 160
Skim Milk 8.4 0.2 6.3 69
Insurance For Premium
For amount (Rs.) Payable (Rs.)
Fire and allied perils 20 lakh 1,300
Contents 3 lakh 195
Burglary, theft, housebreaking 3 lakh 720
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Jeweller 50,000 500
Personal Accident 5 lakh 750
Health 4658
New Maruti Zen 3.6 lakh 12,007
Total Premium 20,130
4. Get some pictures of your school. Now design a calendar for the next year, with one
picture for every month of the year.
APPENDICES
APPENDIX 3.1 : TOOLS IN FORMATTING TOOLBAR
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Style. We can apply a style to
the selected paragraph using
this option.
Font. We can change font of
selected text through this
option.
Bold. We can make selected text
Bold through this option.
Underline. We can underline
selected text through this
option. But we cannot select the
type of underline – for that we
have to open Font dialog box.
Center. We can use this to center
align selected paragraph(s).
Justify. We can use this to
change the alignment of
selected paragraph(s) to justify.
Numbering. We can make
s e l e c t e d p a r a g r a p h ( s )
numbered. But we cannot
change the type of numbering
by this option.
Decrease Indent. This option
allows us to move selected
paragraph(s) to the left, if not
already at extreme left.
Styles and Formatting. Opens
the Styles and Formatting task
pane; we can use this task
pane to define and apply styles
or formatting.
Size. We can change size of
selected text through this.
Italic. We can make selected text
Italic through this option.
Align Left. We can use this to
left align selected paragraph(s).
Align Right. We can use this to
right align the selected
paragraph(s).
Line Spacing. We can use this to
make the line spacing of
paragraph(s) to single, double, etc.
Bullets. We can apply bullets to
selected paragraph(s). But we
cannot change the type of
bullets by this option.
Increase Indent. This option
allows us to move selected
paragraph(s) to the right.

APPENDIX 3.2 : MAIL MERGE
Mail to Many in Simple Steps
Border. We can use this to
apply different borders to
paragraph(s) or table(s).
Font Color. This option allows
us to change the color of
selected text.
Highlight. We can use this tool
to highlight selected text.
In Word, we initiate the process of mail merging by starting
the Mail Merge Wizard from the Tools menu.
• The Mail Merge Task Pane becomes visible in the task
pane, asking us to select the type of document we want
– letters, e-mail messages, envelopes, labels, etc. Since
we want to invite your friends through a letter, select
Letters, and click on Next at the bottom of the pane (not
seen in the figure).
• Microsoft Word now prompts for Selecting starting
document. The options provided are Use the current
document, Start from a template, and Start from existing
document. Select the first option. We can later try out
the others on our own!
• We now have to provide the details or the receipients –
like name, address, etc. which will be different for every
letter. The options provided in the task pane are Use
an existing list, Select from Outlook contacts and Type a
new list. We have not yet made any list of friends we
would invite, so select the last option to create a new
one. Click on Create in the task pane.
• The New Address List dialog box opens up for us to
type in the details that will vary from one letter to
another. This dialog box has various buttons that
allow us to make New Entry, Delete Entry, Find Entry,
view existing entries by moving to First, Previous, Next
and Last entry.
• However, it will be very rare that all the fields (like Title,
First Name, etc.) in the New Address List dialog box will
match your requirement. There will be some we don’t
need, while there may be others which are not
included. To modify the list of fields, click on Customise.
• The Customise Address List dialog box opens up. In
this dialog box, we can add new fields, delete or rename
existing fields, and also change the order in which
the fields are arranged by using the Move Up or Move
Down buttons.
• Since we want to send the letters to your friends, delete
the unwanted fields – Title, Company Name, Address
Line 2, ZIP Code (we don’t have ZIP code in India,
instead there is PIN Code), Country (no one is going to
be invited from abroad) and Work Phone by selecting
them one at a time and clicking on Delete button.
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• We might also want to invite few of your teachers, but
at a different time. So include Time as a field by clicking
on Add and typing in the field name.
• On the screen is the New Address list dialog box with
the modified field list. Type in the details of your friends;
clicking on New Entry button after completing each
receipient’s details.
• Once we have completed entering the details of your
invitee, click on Close button. We will be prompted to
save the address list. Save it with an appropriate name
– say FriendsList. The list is saved as a Microsoft Access
database.
• We can now see the Mail Merge Recipients dialog box
containing the details that we have just entered. If we
don’t want to send the invitation to one or more names
in the list, just uncheck the boxes in front by clicking
on them. Click on OK, once done.
• Click on Next on the task pane to proceed with mail
merge. (There are opions like Select a different list and
Edit receipient list). Try them.
• In the document that is open, type in the part of the
letter which is common to all, like the text of your letter.
Don’t put in the name, address or time, since they will
not be the same in every letter.
• The task pane provides assistance to include fields – the data
which we had typed in earlier. We can put the insertion point in
the beginning and click on Address Block to insert the formatted
address. We can also click on More items to see all your fields,
so that we can include the fields of your choice. The selected
field will be inserted where the insertion point is placed.
• Put the insertion point at the beginning of the text. Click on
More items… on the task pane, and enter the name and the various address
fields. Then place the insertion point where we would like to put the time, and
insert the Time field. If need be, we can format these fields.
• At this point, we will not see the data for the fields that we had typed in;
instead we shall only see the field placeholders.
• Click on Next on the task pane to see what the actual letter would look like. In
this view of the task pane, we have options to preview letter by clicking on
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or buttons. We can also exclude certain receipients from your list by clicking
on button. Click on Next to complete the merge process.
• In this task pane view, we can merge your document to
the printer by clicking on Print – meaning that the letters
will be printed one after another, containing the names,
addresses, etc. that we had put in your address list. We
can also merge to a new document by clicking on Edit
individual letters. This will open a new document containing
all your merged letters – if needed, we can then edit them
one by one before printing.
In the above discussion, we learnt the Mail Merge utility
using the task pane. However, when we proceed with mail
merge, the Mail Merge Toolbar also appears with the required
options. Try different tools available on the toolbar.
APPENDIX 3.3 : TEXT WRAPPING STYLES
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The In line with text style insets the graphic in
the text at the location of the insertion point.
The graphic moves as we add or delete text.
The text does not wrap around the graphic;
white space extends to the margins on either
side of the graphic.
Wrapping Style Result

The Square style wraps the text around all
sides of a square bounding the graphic.
The Tight style wraps the text around the
graphic in an irregular shape bounding the
actual image. The graphic moves as we add
or delete text.
The Behind text style has no border around
the graphic. The graphic floats on its own layer
behind the text.
Like the previous case, the In front of text style
has no border around the graphic. But in this
case, the graphic floats on its own layer in
front of the text..
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Working With Microsoft PowerPoint
LIBRARY AND LEARNING SERVICES | WORKING WITH MICROSOFT POWERPOINT
www2.eit.ac.nz/library/ls_computer.html
Powerpoint Basics
Inserting a Graph Inserting a Picture
Inserting a Sound Inserting a Video
Saving your document at EIT Saving to a USB Memory Stick
Want more information?
974 8000 ext 6045
twist@eit.ac.nz

LIBRARY AND LEARNING SERVICES | WORKING WITH MICROSOFT POWERPOINT
Table of Contents
Chapter 1: PowerPoint Basics Page
Inserting a New Slide 2-3
Views 3
Normal View 3
Slide Sorter View 4
Slide Show 5
Notes Page 6
Chapter 2: Inserting a Graph & Diagram 7-9
Chapter 3: Inserting a Picture 10-11
Chapter 4: Inserting a Sound 12-13
Chapter 5: Inserting a Video 14-21
Chapter 6: Saving at EIT 22
Saving your Document 22-24
Saving to a USB Memory Stick 25-26
974 8000 ext 6045
twist@eit.ac.nz

Powerpoint
Powerpoint Basics
LIBRARY AND LEARNING SERVICES | POWERPOINT BASICS
www2.eit.ac.nz/library/ls_computer_pptbasics.html
Microsoft PowerPoint is an electronic presentation program that helps people present a speech
using a collection of slides. A PowerPoint presentation is a collection of slides that can be used to
create oral presentations.
This is the standard first slide of a PowerPoint presentation.
Inserting a New Slide
Home << New Slide
Choose the Layout required, the layouts are pre-set but can be customised as needed

There are four different views in Powerpoint:
• Normal
• Slide sorter
• Notes page
• Slide show
Each view is used for a different step in creating your Powerpoint presentation.
Normal View
View >> Normal
This view is used when creating and designing your slides.
NB: This view can also be altered using the icons at the bottom of the page on the task bar.
Selecting a Slide
To select a slide, click the slide in the slides panel (a thick borderline appears around the slide).
Views

Slide Sorter View
View >>Slide Sorter
This view is good to use when organising your slides. Use when you want to delete, copy, paste or
move your slides.
Deleting a Slide
Select the slide that you would like to delete and press the Delete key on the keyboard OR right
click on the selected slide and select Delete Slide from the menu.
Copying a Slide
Select the slide you would like to copy, right click on the selected slide and select Copy from the
menu.
Pasting a Slide
Position your cursor where you want to paste the slide (eg. between 6 & 7) << Ctrl + V
Moving a slide
After creating a Powerpoint presentation you may decide to change the order of your slides.
Select the slide you wish to move (a border will appear around the selected slide), and drag the
slide to where you want to reposition it and drop it into the position. The slide number sequence
will automatically update.
Slide Show
View >>Slide Show

It shows your presentation in full screen. It can also be used to check any animations, transitions
or timing at the final stage of preparation for your presentation
NB: Press ESC key to return to normal view.
Notes Page
View >> Notes Page
NB: You can add and view your notes for each slide.
974 8000 ext 6045
twist@eit.ac.nz

Powerpoint
Inserting a Graph
LIBRARY AND LEARNING SERVICES | POWERPOINT - INSERTING A GRAPH
www2.eit.ac.nz/library/ls_computer_insertgraph.html
Select the slide you are going to put the chart on
Insert << Chart
Choose the type of chart you want to use << OK
An excel window will open, so that you can edit / enter the data in your chart
NB: If the table disappears, right click on your chart >> Edit Data and the table will appear
again.

LIBRARY AND LEARNING SERVICES | POWERPOINT - INSERTING A GRAPH
NB: To change your chart type, right click on your chart >> Click on Change Chart Type
974 8000 ext 6045
twist@eit.ac.nz

Choose Insert >> Smart Art
Choose a Diagram type << OK
Powerpoint
Inserting a Diagram
LIBRARY AND LEARNING SERVICES | POWERPOINT - INSERTING A DIAGRAM
www2.eit.ac.nz/library/ls_computer_insertgraph.html
Click on the objects within the diagram to edit them.
NB: Right click on the objects to change their properties.

Powerpoint
Inserting a Sound
LIBRARY AND LEARNING SERVICES | POWERPOINT - INSERTING A SOUND
www2.eit.ac.nz/library/ls_computer_insertsound.html
Select the slide you are going to put the sound on
Insert << Audio >> Audio from File
Browse for your sound file >> Insert
When you click on the sound icon your sound will start playing automatically.
974 8000 ext 6045
twist@eit.ac.nz

LIBRARY AND LEARNING SERVICES | POWERPOINT - INSERTING A SOUND
To change the playback of your sound:
Click on the Playback tab << Start dropdown box << select Automatically, On Click or Play
across slides
To move your sound icon out of the middle of your powerpoint>> Click on the icon >> move it to
where you want it placed.
If you chose Automatically, your sound will play straight away.
If you chose On Click, you will need to click on the sound icon.
If you chose Play across slides, when you click on your sound icon your sound will continue to
play across all slides.
974 8000 ext 6045
twist@eit.ac.nz

Powerpoint
Inserting a Video
LIBRARY AND LEARNING SERVICES | INSERTING A VIDEO
www2.eit.ac.nz/library/ls_computer_insertvideo.html
Select the slide you are going to insert a video into.
Insert >> Video >> Video from File
Browse for your video >> Insert

To change the playback of your video:
Click on the Playback tab
Click on the Start dropdown box
Choose between Automatically or On Click
Automatically will play your movie clip straight away
On Click means you have to click on your movie clip to get it to play
Inserting a Video from YouTube:
The safest way to use a video from YouTube is to hyperlink it to your slide; do not embed the file
as this can breach the Copyright Act 1994.
Find the video you want to link to
Click in the address bar, to copy your video link
Press Ctrl C (Copy) OR Right click and choose Copy
Go back to your PowerPoint slide
Click where you want to place your video link
Press Ctrl V (Paste) OR Right click and choose Paste

Highlight the link - http://www.youtube.com/watch?v=ORxFwBR4smE
Right click on the link and choose hyperlink

The following dialogue box will appear;
Choose Browsed Pages << select your YouTube video link
The hyperlink will change colour

You can also edit the text of the hyperlink to make it more relevant
Right click on your hyperlink
Choose to Edit Hyperlink
The following dialogue box appears
Select Text to display
Type in your text e.g. How NOT to use PowerPoint

Adding Action Buttons to your Presentation
By adding action buttons to your presentation you can tell a movie or sound to play or you could
use an action button to navigate to another slide in your presentation.
Action Buttons
Insert >> Shapes >> Action Buttons

Choosing a button
Once you have chosen your button you will notice the mouse pointer has changed to +
Move your mouse onto your slide and click and drag to make your button
The action button dialogue box will now show, this is to enable you to choose the settings you want
for your button
Choose which tab you want to use; Mouse Click or Mouse Over
Choose which action you want and click OK

106 :: Data Entry Operations
Basics of Spreadsheet
6.1 INTRODUCTION
A spreadsheet is a large sheet having data and information
arranged in rows and columns. As you know, Excel is one of the
most widely used spreadsheet applications. It is a part of
Microsoft Office suite. Spreadsheet is quite useful in entering,
editing, analysing and storing data. Arithmatic operations with
numerical data such as addition, subtraction, multiplication and
division can be done using Excel. You can sort numbers/
characters according to some given criteria (like ascending,
descending etc.) and use simple financial, mathematical and
statistical formulas.
6.2 OBJECTIVES
After going through this lesson you would be able to:
l explain the basic features of MS Excel 2007
l set up pages and their printing
l modify a worksheet
l enter and edit data in a worksheet
l work on keyboard shortcuts
6

Basics of Spreadsheet :: 107
6.3 FEATURES OF SPREADSHEETS
There are a number of features that are available in Excel to
make your task easier. Some of the main features are:
1. AutoSum - helps you to add the contents of a cluster of
adjacent cells.
2. List AutoFill - automatically extends cell formatting when
a new item is added to the end of a list.
3. AutoFill - allows you to quickly fill cells with repetitive or
sequential data such as chronological dates or numbers,
and repeated text. AutoFill can also be used to copy
functions. You can also alter text and numbers with this
feature.
4. AutoShapes toolbar will allow you to draw a number of
geometrical shapes, arrows, flowchart elements, stars and
more. With these shapes you can draw your own graphs.
5. Wizard - guides you to work effectively while you work by
displaying various helpful tips and techniques based on
what you are doing.
6. Drag and Drop - it will help you to reposition the data and
text by simply dragging the data with the help of mouse.
7. Charts - it will help you in presenting a graphical
representation of your data in the form of Pie, Bar, Line
charts and more.
8. PivotTable - it flips and sums data in seconds and allows
you to perform data analysis and generating reports like
periodic financial statements, statistical reports, etc. You
can also analyse complex data relationships graphically.
9. Shortcut Menus - the commands that are appropriate to
the task that you are doing will appear by clicking the right
mouse button.
6.4 FEATURES OF MS EXCEL 2007
(a) Results-oriented user interface
The new results-oriented user interface makes it easy for you to
work in Microsoft Office Excel. Commands and features that were
often buried in complex menus and toolbars are now easier to
find on task-oriented tabs that contain logical groups of
commands and features. Many dialog boxes are replaced with

drop-down galleries that display the available options, and
descriptive tooltips or sample previews are provided to help you
choose the right option.
(b) More rows and columns, and other new limits
The grid of Excel 2007 is having 1,048,576 rows and 16,384
columns. Thus it provides a user with 1,500% more rows and
6,300% more columns than the Microsoft Office Excel 2003. The
last column in Excel 2007, is XFD instead of IV in Excel 2003. The
number of cell references per cell is increased to limit as
maximum available memory. The formatting types are also
increased to unlimited number in the same workbook as
compared to the earlier limit of four thousand types of formatting.
(c) Office themes and Excel styles
By the help of a specific style, in Excel 2007, the data can be
quickly formatted in the worksheet by the help of a theme. You
can share themes across other releases of Office 2007 e.g. Word
2007, Power point 2007.
Applying a theme: Themes are used to make great-looking
documents. A theme is defined as a predefined set of colors,
lines, fonts and fills effects. Theme can be applied to a specific
item like tables, charts or it can also be applied to entire
workbook.
Using styles: A predefined theme based format is called style.
It can be applied to change the appearance of Excel charts, tables,
PivotTables, diagrams or shapes. Styles can be customized to
meet user specific requirements. It is important to note that in
case of charts you cannot create your own styles, but you can use
preexisting styles.
(d) Rich conditional formatting
It is easy to use and apply conditional formats. A few tricks are
required to observe the relationships in data, which helps to great
extent for analysis purposes.
Important data trends and exceptions can be easily observed by
the help of implementation and management of multiple

conditional formatting rules which apply rich visual formatting in
the form of data bars, gradient colors, and icon sets to data that
meets those rules.
(e) Easy formula writing
Some improvements that make formula writing much easier are
as given below
Resizable formula bar: To prevent the formulas to cover the other
data in worksheet, the formula bar automatically resizes to
accommodate complex, long formulas. More levels of nesting can
be used to write longer formulas as an enhanced feature of earlier
versions of Excel.
Function AutoComplete: Function AutoComplete feature helps
to write the proper formula syntax more quickly. It helps in
detecting the functions that you want to use and helps in
completing the formula.
Structured references: Excel 2007 provides structured
references to refer the named ranges and tables in a formula. This
is in addition to the cell references, like D1 and A1C1.
Easy access to named ranges: You can organize, update and
handle multiple named ranges in a central location by the help
of Excel 2007. This helps you to work on your worksheet,
interpret its data and formulas.
(f) Improved sorting and filtering
Enhanced filtering and sorting techniques of Excel can be used
to arrange worksheet data more quickly to find the desired
answers. In Excel 2007 you can sort data by color and by more
than 3 levels.
You can also filter data by color or by dates, display more than
1000 items in the AutoFilter drop-down list, select multiple items
to filter, and filter data in PivotTables.

Microsoft
Excel 2007
6.5 STARTING EXCEL
1. Click on (with the help of mouse) the Start button on the
Taskbar at the bottom left corner of the Screen
2. Highlight the All Programs item. The program menu will
open.
3. Select Microsoft Office from the list of programs. (these
steps are shown Figure 6.1)
4. Click on Microsoft Excel.
Symbolically these actions are shown below.
Select Start→
→
→
→
→All Programs→
→
→
→
→Microsoft Office→
→
→
→
→Microsoft Excel
2007 commands from your menu bar.
Fig. 6.1

Throughout the text of your lessons on MS Excel we will be
showing the symbol→to indicate the direction (steps) you have
to follow.
You can also start Excel 2007 through run menu as shown below
in figure 6.2.
Fig. 6.2
Type excel in the open text box and click OK button. It will start
MS Excel 2007.

6.6 EXCEL WORKSHEET
Excel allows you to create worksheets much like paper ledgers
that can perform automatic calculations. Each Excel file is a
workbook that can hold many worksheets. The worksheet is a
grid of columns (designated by letters) and rows (designated by
numbers). The letters and numbers of the columns and rows
(called labels) are displayed in gray buttons across the top and
left side of the worksheet. The intersection of a column and a row
is called a cell. Each cell on the spreadsheet has a cell address
that is the column letter and the row number. Cells can contain
text, numbers, or mathematical formulas.
Fig. 6.3

6.6.1 Selecting, Adding and Renaming Worksheets
The worksheets in a workbook are accessible by clicking the
worksheet tabs just above the status bar. By default, three
worksheets are included in each workbook. One can add more
worksheet in a workbook also. To do that
Insert a new worksheet
To quickly insert a new worksheet at the end of existing
worksheets
Click the Insert Worksheet tab as shown below (encircled with
blue circle)
Fig. 6.4
To insert a new worksheet before an existing worksheet,
Select the worksheet before which you want to insert a new
worksheet then follow steps as
1. Select Home tab
2. Click cells Group
3. Click Insert
4. Click Insert Sheet
Say if you want to insert a new worksheet before a sheet name
Physics
NewWorksheet

Fig. 6.5

A new sheet by the name sheet1 is added before the work sheet
named Physics.
Alternative Method to Insert a new worksheet
Right click on the sheet before which you want to insert a new
sheet
Select Insert Option from Pop up Menu
Fig. 6.6

To rename a worksheet
1. To rename a worksheet follow the steps as
2. Right click on the worksheet tab which you want to rename
3. Select rename from the Pop Up menu
4. Type new name for the Worksheet (Chemistry in our
example)
Fig. 6.7

6.7 SELECTING CELLS AND RANGES
To enter data into your worksheet you must first have a cell or
range selected. When you open an Excel worksheet, cell A1 is
already active. An active cell will appear to have a darker border
around it than other cells on the worksheet. The simplest way to
select a cell is with your mouse pointer. Move your mouse to the
desired cell and click on it with right button. Whatever you type
goes into the cell. To select a range of cells, click on one cell, hold
down the left mouse button and drag the mouse pointer to the
last cell of the range you want to select. You can also use keyboard
shortcuts given at the end of this lesson for selecting cells.
Another way to select particular range of cells is
1. Go to Name Box
2. Select range by typing (A1:C5)
3. Press Enter
4. All the cells between range A1 to C5 will be selected.
Steps are explained pictorially as

Fig. 6.8
6.8 NAVIGATING THE WORKSHEET
You can advance through your worksheet by rows with the
vertical scrollbar or by columns with the horizontal scrollbar.
When you click and drag the thumb tab on the scrollbar, a Screen
Tip will appear alongside the bar identifying the row or column
to which your view is advancing.

Move or scroll through a worksheet
We can scroll through worksheet by different ways. One can use
mouse, scroll bar or arrow keys to move between cells and to
different areas of the worksheet.
To move between cells on a worksheet, click any cell or use the
arrow keys. When you move to a cell, it becomes the active cell.
Scroll and zoom by using the mouse
Some mouse devices and other pointing devices, such as the
Microsoft IntelliMouse pointing device, have built-in scrolling and
zooming capabilities that you can use to move around and zoom
in or out on your worksheet or chart sheet (chart sheet: A sheet
in a workbook that contains only a chart. A chart sheet is
beneficial when you want to view a chart or a PivotChart report
separately from worksheet data or a PivotTable report.). You can
also use the mouse to scroll in dialog boxes that have drop-down
lists with scroll bars.
6.9 DATA ENTRY
You can enter various kinds of data in a cell.
1. Numbers: Your numbers can be from the entire range of
numeric values: whole numbers (example, 25), decimals
(example, 25.67) and scientific notation (example,
0.2567E+2). Excel displays scientific notation automatically
if you enter a number that is too long to be viewed in its
entirety in a cell. You may also see number signs (# # # # #
#) when a cell entry is too long. Widening the column that
contains the cell with the above signs will allow you to read
the number.
2. Text: First select the cell in which data has to be entered
and type the text. Press ENTER key to finish your text entry.
The text will be displayed in the active cell as well as in the
Formula bar. If you have numbers to be treated as text use
an apostrophe (‘) as the first character. You cannot do
calculations with these kind of data entry.
3. Date and Time: When you enter dates and times, Excel
converts these entries into serial numbers and kept as
background information. However, the dates and times will
be displayed to you on the worksheet in a format opted by
you.

4. Data in Series: You can fill a range of cells either with the
same value or with a series of values with the help of
AutoFill.
6.10 EDITING DATA
Editing your Excel worksheet data is very easy. You can edit your
data by any of the following ways:
1. Select the cell containing data to be edited. Press F2. Use
Backspace key and erase the wrong entry. Retype the
correct entry.
2. Select the cell and simply retype the correct entry.
3. If you want only to clear the contents of the cell, select the
cell and press Delete key.
4. To bring back the previous entry, either click on Undo
button on standard Toolbar or select Edit→
→
→
→
→Undo command
or use keyboard shortcuts CTRL+Z.
6.11 CELL REFERENCES
Each worksheet contains a number of columns and rows. Each
cell of the worksheet has a unique reference. For example, A8,
refers to the cell containing column number A and row number 8.
6.12 FIND AND REPLACE DATA IN A WORKSHEET
You may want to locate a number or text that is already typed in
the worksheet. This is done through Home Tab→
→
→
→
→Find. You can
also locate your data and replace with new data with Home
Tab→
→
→
→
→Find→
→
→
→
→Replace.
Fig. 6.9

6.13 MODIFYING A WORKSHEET
6.13.1 Insert Cells, Rows, Columns and Delete Cells
Insert blank cells on a worksheet
l Select the cell or the range (range: Two or more cells on a
sheet. The cells in a range can be adjacent or nonadjacent.)
of cells where you want to insert the new blank cells. Select
the same number of cells as you want to insert. For
example, to insert five blank cells, you need to select five
cells.
l On the Home tab, in the Cells group, click the arrow next
to Insert, and then click Insert Cells.
l You can also right-click the selected cells and
then click Insert on the shortcut menu.
l In the Insert dialog box, click the direction in
which you want to shift the surrounding cells.
Insert rows on a worksheet
1. Do one of the following:
l To insert a single row, select the row or a cell in the
row above which you want to insert the new row. For
example, to insert a new row above row 5, click a cell
in row 5.
l To insert multiple rows, select the rows above which
you want to insert rows. Select the same number of
rows as you want to insert. For example, to insert
three new rows, you need to select three rows.
l To insert nonadjacent rows, hold down
CTRL while you select nonadjacent rows.
2. On the Home tab, in the Cells group, click the
arrow next to Insert, and then click Insert
Sheet Rows.
Insert columns on a worksheet
l To insert a single column, select the column or a cell
in the column immediately to the right of where you

want to insert the new column. For example, to insert
a new column to the left of column B, click a cell in
column B.
l To insert multiple columns, select the columns
immediately to the right of where you want to insert
columns. Select the same number of columns as you
want to insert. For example, to insert three new
columns, you need to select three columns.
l To insert nonadjacent columns, hold down CTRL
while you select nonadjacent columns.
2. On the Home tab, in the Cells group, click the
arrow next to Insert, and then click Insert
Sheet Columns.
Delete cells, rows, or columns
1. Select the cells, rows, or columns that you want to delete.
2. On the Home tab, in the Cells group, do one of the following:
l To delete selected cells, click the arrow
next to Delete, and then click Delete
Cells.
l To delete selected rows, click the arrow
next to Delete, and then click Delete
Sheet Rows.
l To delete selected columns, click the arrow next to
Delete, and then click Delete Sheet Columns.
3. If you are deleting a cell or a range of cells, in the Delete
dialog box, click Shift cells left, Shift cells up, Entire row,
or Entire column.
6.13.2 Resizing Rows and Columns
Set a column to a specific width
1. Select the column or columns that you want to
change.
2. On the Home tab, in the Cells group, click
Format.

3. Under Cell Size, click Column Width.
4. In the Column width box, type the value that you want.
Change the column width to fit the contents
1. Select the column or columns that you want to change.
Format.
3. Under Cell Size, click AutoFit Column Width.
To quickly autofit all columns on the worksheet,
click the Select All button and then double-
click any boundary between two column
headings.
Match the column width to another column
1. Select a cell in the column.
2. On the Home tab, in the Clipboard group, click
Copy, and then select the target column.
the arrow below Paste, and then click Paste
Special.
4. Under Paste, select Column widths.
Change the width of columns by using the mouse
Do one of the following:
l To change the width of one column, drag the boundary on
the right side of the column heading until the column width
changes to the desiredsize that you want.
l To change the width of multiple columns, select the
columns that you want to change, and then drag a
boundary to the right of a selected column heading.
l To change the width of columns to fit the
contents, select the column or columns
that you want to change, and then double-
click the boundary to the right of a selected
column heading.

l To change the width of all columns on the worksheet, click
the Select All button, and then drag the boundary of any
column heading.
Set a row to a specific height
1. Select the row or rows that you want to change.
Format.
3. Under Cell Size, click Row Height.
4. In the Row height box, type the value that you
want.
Change the row height to fit the contents
1. Select the row or rows that you want to change.
Format.
3. Under Cell Size, click AutoFit Row Height.
To quickly autofit all rows on the worksheet,
click the Select All button and then double-click the
boundary below one of the row headings.
Change the height of rows by using the mouse
Do one of the following:
l To change the row height of one row, drag the boundary
below the row heading until the row is the height that you
want.
l To change the row height of multiple rows,
select the rows that you want to change, and
then drag the boundary below one of the
selected row headings.
l To change the row height for all rows on the
worksheet, click the Select All button, and
then drag the boundary below any row
heading.
l To change the row height to fit the contents,
double-cl
6.13.3 Move or copy entire cells
When you move or copy a cell, Excel moves or copies the entire
cell, including formulas and their resulting values, cell formats,
and comments.

1. Select the cells that you want to move or copy.
2. On the Home tab, in the Clipboard group, do
one of the following:
l To move cells, click Cut . Keyboard
shortcut or CTRL+X.
l To copy cells, click Copy . Keyboard shortcut or
CTRL+C.
3. Select the upper-left cell of the paste area.
4. On the Home tab, in the Clipboard group, click Paste .
Or CTRL+V.
Move or copy entire cells by using the mouse
By default, drag-and-drop editing is turned on so that you can
use the mouse to move and copy cells.
1. Select the cells or range of cells that you want to move or
copy.
l To move a cell or range of cells, point to the border of
the selection. When the pointer becomes a move
pointer , drag the cell or range of cells to another
location.
l To copy a cell or range of cells, hold down CTRL while
you point to the border of the selection. When the
pointer becomes a copy pointer , drag the cell or
range of cells to another location.
Insert moved or copied cells between existing cells
1. Select the cell or range of cells that contains the data that
you want to move or copy.
2. On the Home tab, in the Clipboard group, do
one of the following:
l To move the selection, click Cut . or
press CTRL+X.
l To copy the selection, click Copy . or press CTRL+C.

3. Right-click the upper-left cell of the paste area, and then
click Insert Cut Cells or Insert Copied Cells on the
shortcut menu.
4. In the Insert Paste dialog box, click the direction in which
you want to shift the surrounding cells.
Prevent copied blank cells from replacing data
1. Select the rangeof cells that contains blank cells.
2. On the Home tab, in the Clipboard group, click Copy .
Keyboard shortcut You can also press
CTRL+C.
3. Select the upper-left cell of the paste area.
the arrow below Paste , and then click Paste
Special.
5. Select the Skip blanks check box.
Move or copy the contents of a cell
1. Double-click the cell that contains the data that you want
to move or copy.
2. In the cell, select the characters that you want to move or
copy.
To select the Do this
contents of a cell
In the cell Double-click the cell, and then drag across the
contents of the cell that you want to select.
In the formula bar Click the cell, and then drag across the contents of the
cell that you want to select in the formula bar.
By using the keyboard Press F2 to edit the cell, use the arrow keys to position
the insertion point, and then press SHIFT+ARROW key
to select the contents.
3. On the Home tab, in the Clipboard group, do one of the
following:
l To move the selection, click Cut .
l To copy the selection, click Copy .
4. In the cell, click where you want to paste the

characters, or double-click another cell to move or copy the
data.
5. On the Home tab, in the Clipboard group, click Paste .
6. Press ENTER.
Copy cell values, cell formats, or formulas only
When you paste copied data, you can do any of the following:
l Convert any formulas in the cell to the calculated values
without overwriting the existing formatting.
l Paste only the cell formatting, such as font color or fill color
(and not the contents of the cells).
l Paste only the formulas (and not the calculated values).
1. Select the cell or range of cells that contains the values, cell
formats, or formulas that you want to copy.
2. On the Home tab, in the Clipboard group, click Copy .
3. Select the upper-left cell of the paste area or the
cell where you want to paste the value, cell
format, or formula.
the arrow below Paste , and then do one of the
following:
l To paste values only, click Paste Values.
l To paste cell formats only, click Paste Special, and then
click Formats under Paste.
l To paste formulas only, click Formulas.
Drag and Drop
If you are moving the cell contents only a short distance, the drag-
and-drop method may be easier. Simply drag the highlighted
border of the selected cell to the destination cell with the mouse.
Freeze Panes
If you have a large worksheet with column and row headings,
those headings will disappear as the worksheet is scrolled. By
using the Freeze Panes feature, the headings can be visible at
all times.

1. Click the label of the row below the row that should remain
frozen at the top of the worksheet.
2. Select View Tab→
→
→
→
→Window Group on ribbon→
→
→
→
→Freeze
Panes→
→
→
→
→Freeze Panes
3. To remove the frozen panes, View Tab→
→
→
→
→Window Group on
ribbon→
→
→
→
→Freeze Panes→
→
→
→
→Unfreeze Panes
Fig. 6.10
Freeze panes has been added to row 2 in the image above. Notice
that the row numbers skip from 1 to 11. As the worksheet is
scrolled, rows 1 will remain stationary while the remaining rows
will move. Following similar steps you can Freeze or Unfreeze
selected columns.

Fig. 6.11
Unfreeze Panes option will come only if the respective panes are
already Freeze.
6.14 PAGE BREAKS
To set page breaks within the worksheet, select the row you want
to appear just below the page break by clicking the row’s label.
Then choose Page Layout→
→
→
→
→Setup Group→
→
→
→
→Breaks→
→
→
→
→Input Page
Break. Excel will start a new page from the row selected.
Fig. 6.12

6.15 PAGE SETUP
Select File→Page Setup from the menu bar to format the page,
set margins, and add headers and footers.
1. Page: The page option allows you to set the paper size,
orientation of the data, scaling of the area, print quality, etc.
Select the Orientation under the Page tab in the Page Setup
window to make the page Landscape or Portrait. The size
of the worksheet on the page can also be formatted using
Scaling. To force a worksheet to print only one page wide
so that all the columns appear on the same page, select Fit
to 1 page(s) wide.
Fig. 6.13

2. Margins: Change the top, bottom, left, and right margins
by selecting Margins from the page setup group of age
Layout Tab. Enter values in the header and footer fields to
indicate how far from the edge of the page this text should
appear. Check the boxes for centering horizontally or
vertically on the page.
Fig. 6.14
There are three predefined margin settings. You can choose from
them or you can also customize the margins as shown by the
following diagram.
Fig. 6.15

3. Add or change the header or footer text: For worksheets,
you can work with headers and footers in Page Layout view.
For other sheet types, such as chart sheets or for embedded
charts, you can work with headers and footers in the Page
Setup dialog box.
Add or change the header or footer text for a worksheet in
Page Layout view
1. Click the worksheet to which you want to add headers or
footers, or that contains headers or footers that you want
to change.
2. On the Insert tab, in the Text
group, click Header & Footer.
l To add a header or footer, click the left, center, or right
header or footer text box at the top or at the bottom
of the worksheet page.
l To change a header or footer, click the header or
footer text box at the top or at the bottom of the
worksheet page that contains header or footer text,
and then select the text that you want to change.
4. Type the text that you want.
To close the headers or footers, click anywhere in the
worksheet, or press ESC.
5. Sheet tab has the option to select the area to be printed
(that is, range of cells). Check Gridlines if you want the
gridlines dividing the cells to be printed on the page. If the
worksheet is several pages long and only the first page
includes titles for the columns, select Rows to repeat at
top to choose a title row that will be printed at the top of
each page.

Fig. 6.16
6.16 PRINT PREVIEW
Print preview helps to view the worksheet before the final printout
is taken. It helps to edit the worksheet if required as per the need.
The steps to see the print view of document
1. Select Print from Office Button .
2. Select print
3. Click Print Preview.

Fig. 6.17
Click the buttons like Next and Previous with respect to Print
Preview Tab. Select the Zoom button to view the pages closer.
Make page layout modifications needed by clicking the Page
Setup button. Click Close to return to the worksheet or Print to
continue printing.
6.17 PRINT
To print the worksheet, select Print from Office Button .

Fig. 6.18
1. Print Range - Select either all pages or a range of pages to
print.
2. Print What - Select selection of cells highlighted on the
worksheet, the active worksheet, or all the worksheets in
the entire workbook.
3. Copies - Choose the number of copies that should be
printed. Check the Collate box if the pages should remain
in order.
4. Click OK to print.
6.18 FILE OPEN, SAVE AND CLOSE
(A) You can open an existing File by several methods:
1. Go to windows explorer and find out the file you want
to open. Double-click on the file.
2. Start MS Excel. Click on office button on the drop-
down menue click 'open'. select the file you want to
open from the pop-up menu.
(B) When you have finished your work on the file you can save
it by either clicking on the 'file save' icon at the top left

corner or Click on office button →
→
→
→
→ click on save at the drop-
down menu.
(C) When you are saving the worksheet for the first time follow
the steps given below:
1. Click office button
2. Select 'file save as'on the drop-down menu.
3. On the pop-up menu select the location where you
want to save the file.
4. Type the file name
5. Click on 'save'in the pop-up menu.
(D) When your work is finished and it has been saved properly:
Select Print from Office Button
1. Select (Click) Close Command to close your file
2. Select (Click) Exit Excel Command to exit from MS
Excel
Fig. 6.19

6.19 WORKBOOK PROTECTION
Set a password for a workbook
1. Click the Microsoft Office Button , and then click Save
As.
2. Click Tools, and then click General Options.
3. Do one or both of the following:
l If you want reviewers to enter a password before they
can view the workbook, type a password in the
Password to open box.
l If you want reviewers to enter a password before they
can save changes to the workbook, type a password
in the Password to modify box.
4. If you don’t want content reviewers to accidentally modify
the file, select the Read-only recommended check box.
When opening the file, reviewers will be asked whether or
not they want to open the file as read-only.
5. Click OK.
6. When prompted, retype your passwords to confirm them,
and then click OK.
7. Click Save.
8. If prompted, click Yes to replace the existing workbook.
INTEXT QUESTIONS
1. Write True or False for the following statements
(a) To modify a preset header or footer click the custom
header and custom footer buttons.
(b) Autofill helps you to add the contents of a cluster of
adjacent cells.
(c) Charts features help you in presenting a graphical
representation of data.
(d) Click the edit button to print the worksheet.
(e) Pivot table allows you to perform data analysis.

2. Fill in the blanks
(a) When the active document is protected the command
name changes to ________________ workbook.
(b) Select __________________ from the menu bar to view
how the worksheet will look when printed.
(c) _________ toolbar allows to draw a number of
geometrical shapes, arrows, flow chart elements etc.
(d) Check ______________ if you want the gridlines
dividing the cells to be printed on the page.
6.20 WHAT YOU HAVE LEARNT
In this lesson you learnt about starting Excel and working on a
worksheet. You can select a cell or a range of cells. Also you can
enter data in a worksheet. You can define the size of a page by
going to page set up and insert a page break. You have learnt
about page-preview which gives an idea on how the print out will
look like.
6.21 TERMINAL QUESTIONS
1. What are the main features of MS Excel?
2. Differentiate between a worksheet and a workbook?
3. What are the different types of data that can be entered into
worksheet cells?
4. Explain three different ways you protect your workbook.
5. How do you find a single number or name you want in a
large worksheet containing thousands of numbers and
names? Is it possible to replace a name or number with
some other name or number? How?
6. How do you select a single cell, a single column, a single
row, a cluster of cells, and a entire worksheet?
7. Difference between Move cells and Copy cells
8. What are the different features available in Page setting
command?

8. Explain the different features available in Print command?
10. Define the following:
(a) Navigating worksheet
(b) Editing data
(c) Insert cells and rows
(d) Drag and drop
(e) Workbook protection
6.22 FEEDBACK TO INTEXT QUESTIONS
1. (a) True (b) False (c) True (d) False (e) True
2. (a) Unprotect (b) Print preview (c) Autoshapes
(d) gridlines

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