ITE Course Unit 1 Productivity Tool-Word processing tools

IT for Engineers
Sanjivani Rural Education Society’s
Sanjivani College of Engineering, Kopargaon-423603
(An Autonomous Institute Affiliated to Savitribai Phule Pune University, Pune)
NAAC ‘A’ Grade Accredited, ISO 9001:2015 Certified
Department of Information Technology
(NBA Accredited)
Mr. N. L. Shelake
Assistant Professor

Productivity Tools For An Engineers
Course Contents: -
Productivity Tools For An Engineers Mr. N. L. Shelake Department of Information Technology

Unit –I
Word-processing Tools
Word-processing program that is used to create professional-
looking documents such as reports, resumes, letters and
newsletters.
It includes many powerful tools that can be used to easily create
and edit documents, and collaborate with others

Unit –I
User interface and covers how to perform basic tasks such as
starting and exiting the program; creating, saving, opening,
closing, editing, formatting, and printing documents; applying
styles; and getting help.
Word processing tools provide a user-friendly interface to work
with textual content, making it easier to format and style
documents for various purposes

Unit –I
Some well-known examples include
Microsoft Word Google Docs LibreOffice Writer
apache openoffice writer LaTeX

How to Start
You can start MS Word or Libreoffice from the Start menu (in
Windows 7 or ubuntu) or by double-clicking an existing Word file.
When you start the program without opening a specific file, the
Start screen appears, prompting you to open an existing document
or create a new document.

Start Screen

Ribbon

Quick Access Toolbar

Mini Toolbar

Save As PageBackstage View
IT for Engineers– Overview Mr. N. L. Shelake Department of Information Technology

IT for Engineers– Overview Mr. N. L. Shelake Department of Information Technology

Formatting Paragraphs
 Changing Paragraph Alignment
 Changing Line and Paragraph Spacing

 Changing Paragraph Indentation
 Adding Borders and Shading

 Creating Bulleted and Numbered Lists

 Applying Styles
 A style is a set of formatting characteristics (such as font, font size, font color, and
paragraph alignment and spacing) that you can use to quickly format a document. In
addition to saving you time, styles can help you keep formatting consistent throughout a
document

 Working with Headers and Footers

 Working with Columns

 Working with Watermark

 Working with Tables

 Working with Shapes

To insert page numbers:
1.On the Insert tab, in the Header &
Footer group, click the Page Number
button, point to the desired position (Top
of Page, Bottom of Page, Page Margins,
or Current Position) and select the
desired option from the submenu.
NOTE: The Page Number options
include Page X of Y formats in which Y
is the total number of pages in the
document
Inserting Page Numbers

To insert page numbers:
2.When you are finished, double-click
anywhere in the document area to
return to the main document.
NOTE: If you want to format the
numbers, click the Page Number
button, click Format Page Numbers on
the menu to open the Page Number
Format dialog box, select the desired
options, and then click the OK button.
Inserting Page Numbers

Presentation Tools
A presentation tool, also known as presentation software or
slideshow software, is a computer program or application
used to create and deliver visual presentations.
These tools are commonly used in business, education, and
other settings to convey information, ideas, or messages to
an audience in a visually engaging and organized manner.

Presentation Tools
Some popular presentation tools include:
Microsoft PowerPoint
Google Slides
LibreOffice Impress
Adobe Spark
Canva
Apple Keynote

Presentation Tools
Introduction:
A presentation software application that aids users in the creation of professional,
high-impact, dynamic presentations. Slides are the building blocks of a
PowerPoint presentation. By using slides, the focus is not only on the speaker, but
on the visuals (slides) as well.
It helps you create powerful presentations. It includes more choices for getting
started, which includes:
 New and improved presenter tools
 Better design tools
 Improved video and audio support
 A new comments pane.

Presentation Tools
Learning Objectives
After viewing this booklet, you will be able to:
Become familiar with PowerPoint’s interface.
Create a new presentation
Save a presentation
 Add slides to a presentation
Delete and Rearrange slides

Presentation Tools
Learning Objectives
Apply a design theme
Work with themes and background styles
Use the various PowerPoint views
 Enter and edit text
Insert graphics and other objects
Play the slideshow
Print handouts

Presentation Tools
Best Practices for creating presentations:
Slide layout, font, color scheme, and content are the main components to
developing a great presentation. Follow the guidelines below to create a good
presentation:
 Identify the critical information that needs to be presented
and include it in your presentation.
 Use no more than six bullet points per slide.
 Keep bullet points short and to the point. Incomplete
sentences are okay.

Presentation Tools
 Minimize the number of font types used in your
presentation.
 Keep font sizes consistent.
 Do not make all of the text uppercase.
 For contrast, use a light-colored font on a dark
background and vice versa.
 Use bold formatting to make appropriate words stand out.

Presentation Tools
 Minimize the use of italics. They are more difficult to
read.
 Do not vary the look of one slide greatly from the next.
Consistency is key.
 Identify text that can be represented pictorially and use
appropriate graphics in its place.
 Remove unnecessary graphics that are not relevant to the
information presented.

Presentation Tools
 Use consistent colors and font size on each slide.
 Do not use unusually bright colors.
 Do not clutter the slides with too many graphics.
 Use graphics and transitions sparingly.

Presentation Tools
The Microsoft PowerPoint Interface
There are a number of prominent changes to the look and
functionality of Microsoft PowerPoint. Let us have a look at
its latest interface.
 The Ribbon
 Contextual Tab
 Quick Access Toolbar
 Mini Toolbar

Presentation Tools
The Microsoft PowerPoint Interface
 Status Bar
 Themes
 File tab
 Navigation
 View Tab

Presentation Tools

Presentation Tools
Demonstration
How to create Presentation

Presentation Tools
Steps to add Slide Numbers:
Adding slide numbers in Microsoft PowerPoint is a straightforward process. Here
are the steps:
1. Open your PowerPoint Presentation:
 Launch Microsoft PowerPoint and open the presentation for which you want
to add slide numbers.
2. Go to the "Insert" Tab:
 Locate and click on the "Insert" tab in the ribbon at the top of the PowerPoint
window.
3. Click on "Slide Number":
 In the "Insert" tab, find the "Text" group.
 Click on the "Slide Number" button. This will open the "Header and Footer“
dialog box.

Presentation Tools
4. Check "Slide Number" Option:
In the "Header and Footer" dialog box, make
sure the "Slide number" option is checked.
5. Choose Placement and Format:
 You can customize the placement of the slide
number by selecting the desired options in the
dialog box. For example, you can choose to
place the slide number at the top or bottom of
the slide.
 Additionally, you can select the format of the
slide number, such as whether it appears as a
simple number or includes additional
information.

Presentation Tools
6. Click "Apply" or "Apply to All":
If you want to add slide numbers to all slides in your presentation, click "Apply
to All." If you only want to add slide numbers to the current slide, click "Apply”.
7. Close the Dialog Box:
Once you've applied the slide numbers, click "OK" to close the "Header and
Footer" dialog box.
8. Preview the Slide Numbers:
Navigate through your slides to preview the slide numbers. They should now
appear on the slides based on the options you selected.

Data Processing Tools
Introduction:
A data processing tool is software or a computer program
designed to perform various tasks related to managing,
manipulating, and analyzing data. These tools are used to
streamline and automate data-related tasks, making it easier for
individuals and organizations to work with data efficiently.
Data processing tools come in various forms and serve
different purposes, depending on the specific needs of users.

Learning Objectives
Become familiar with the basic interface of Excel 2013
Learn to create, edit and delete worksheets
Format/modify tables (basic and advanced)
Use formulas
Understanding Referencing
Create graphs and charts
Use pivot tables and pivot charts

Some popular Data Processing tools include:
Microsoft Excel
Google Sheets
LibreOffice Calc
Apache OpenOffice Calc
WPS Office Spreadsheets

Features of Data Processing Tools
Data Import and Export: Ability to import data from
various sources (e.g., files, databases, web), and export
processed data to different formats
Data Transformation: Tools for cleaning, reshaping, and
structuring data, including functions for filtering, sorting,
and aggregating.

Formula and Function Support: Formulas and functions
for performing calculations and operations on data, similar
to Excel's formulas.
Data Visualization: Tools for creating charts, graphs, and
visual representations of data to aid in analysis and
reporting.
Filtering and Querying: Features to filter and query data
based on specific criteria or conditions.

Data Joining and Merging: Capabilities to combine data
from multiple sources through joins or merges.
Data Validation and Error Checking: Functions to
validate data for accuracy and identify errors or
inconsistencies..

Data Collaboration: Collaboration features like real-time
sharing, commenting, and version control for working on
data with teams.
Data Security: Tools to secure sensitive data through
encryption, access controls, and user permissions.
Data Storage: Options for managing and storing data,
including cloud-based storage integration.

Conditional Formatting:
Conditional formatting feature lets you dynamically format a
cell's background and text style based on custom rules that
you set. A rule in Excel operates as an if/then statement.

Rules:
"If any cells
between cells C3
and C14 contain a
value of less than
100, then change
that cell's
background color to
light yellow." .

It's important to understand the three key components that
make up every conditional formatting rule.
Range: A range can be anything from a single cell to
multiple cells across different rows and columns. The
range indicates which cell (or cells) the rule applies to. In
the example above, the range is C3 to C14.
Condition: This is the "if" part of the if/then rule. You can
choose from more than a dozen options, including greater
than, less than, between, and so on.

It's important to understand the three key components that
make up every conditional formatting rule.
Formatting: This is the "then" part of the if/then rule. It
refers to the formatting that should apply to any given cell
if the conditions are met. In the example above, the style is
"background color to light yellow."

Click Conditional Formatting. Then select Manage Rules.

Sorting:-
Sorting in Excel is a fundamental operation that allows
you to arrange data in a worksheet in a specific order
based on one or more criteria. This can be useful for
quickly organizing data and making it easier to analyze.

Sorting:-
Select the Data Range:
Click on a cell within the column you want to sort by.
This will help Excel understand which column you
want to sort. If you want to sort the entire worksheet,
select any cell within your data.

Open the Sort Dialog Box:
 There are several ways to access the sort options:
 Click on the "Sort & Filter" button on the Home tab of the Excel
ribbon. Then, select "Custom Sort" from the dropdown.
 Right-click on the selected cell and choose "Sort" from the context
menu.
 You can also use the keyboard shortcut: Alt + D + S. is the "then" part
of the if/then rule. It refers to the formatting that should apply to any
given cell if the conditions are met. In the example above, the style is
"background color to light yellow."

Custom Sort Dialog Box:
 In the Custom Sort dialog box, you can specify your sorting preferences:
 Sort By: Choose the column by which you want to sort the data from the "Sort
by" dropdown list.
 Sort On: Specify how you want to sort (e.g., values, cell color, font color, etc.).
Most of the time, you'll select "Values."
 Order: Choose between "A to Z" (ascending) or "Z to A" (descending) for text or
"Smallest to Largest" or "Largest to Smallest" for numbers.
 Add Level: You can add multiple sorting levels if you want to sort by more than
one column. Excel will apply the sorting in the order you define here.

Filtering :-
 Filtering in Excel allows you to temporarily hide rows
that do not meet specific criteria, making it easier to focus
on the data that is relevant to your analysis.
 Filters are a powerful feature that allows you to
selectively display rows of data in a spreadsheet based on
specific criteria.
 You can filter data based on conditions, text, numbers,
dates, and more

How to Apply Filters :-
 Select Your Data: First, ensure that your data is
organized in a tabular format, with column headers in the
first row.
 Enable Filters:
Click on any cell within your data range.
Go to the "Data" tab in the Excel ribbon.
You'll find the "Sort & Filter" group, which includes the
"Filter" button. Click on the "Filter" button.

 Dropdown Arrows: Once filters are enabled, you'll see
small dropdown arrows appear in the header cells of your
columns.
 Filtering Data:
 Click the dropdown arrow in the column you want to
filter. A menu with filter options will appear. You can:
 Select specific items to show/hide by
checking/unchecking boxes.

 Clear Filters:
To clear a filter and show all data again, click the
"Select All" checkbox at the top of the filter menu.
To clear all filters in the entire worksheet, click "Clear"
in the "Sort & Filter" group on the "Data" tab..

 Multiple Filters: You can apply filters to multiple
columns simultaneously, which allows you to create
complex filter criteria.
 Custom Filters: Excel also provides the option to create
custom filters where you can specify your own criteria.

Charts :-
 Data Processing tools offers a wide range of chart
types that you can use to visualize your data .
 Charts can help you understand trends, patterns, and
relationships within your data more effectively

Creating a Charts :-
 Select Data: First, make sure you have your data
organized in a tabular format with column headers. Select
the data range you want to include in your chart.
 Insert a Chart:
 Go to the "Insert" tab
 In the "Charts" group, you'll see various chart types like
column, bar, pie, line, scatter, and more.
 Click on the chart type that suits your data. Excel will insert a
blank chart into your worksheet.

Customizing the Chart:-
 Adding Data Labels
You can add data labels to your chart to display specific values. Right-click on
chart elements (like bars or data points) and choose "Add Data Labels."
 Changing Chart Title and Axis Titles
Click on the chart title or axis titles, and you can edit them directly the chart.
 Formatting Chart Elements:
Right-click on any chart element (axes, legend, data series, etc.) and choose
"Format" to change colors, fonts, and other formatting options

Customizing the Chart:-
 Switching Rows and Columns:
Depending on how your data is structured, you may need to switch the rows
and columns in your chart. You can do this by clicking the "Switch
Row/Column" button in the "Design" tab when you have the chart selected.
 Changing Chart Type:
You can change the chart type at any time. Select the chart, go to the "Design"
tab, and choose a new chart type from the "Change Chart Type" dropdown.

Formulas :-
 Formulas are one of the most powerful features in Data
Processing tools
 They allow you to perform calculations, manipulate data,
and automate tasks within your spreadsheets.

Formulas :-
 Basic Formula Syntax:
 Formulas in Excel start with an equal sign (=).
 You can use mathematical operators like + (addition), -
(subtraction), * (multiplication), and / (division) to perform
calculations.
 You can reference cells in your formula using cell references.
For example, to add the values in cells A1 and B1, you would
enter "=A1+B1" into another cell.

Formulas:-
 Cell References:
 Absolute References: If you want a reference to remain fixed
when you copy the formula to other cells, use a dollar sign ($).
For example, "$A$1" is an absolute reference to cell A1.
 Relative References: If you don't use any dollar signs, the
reference is relative, and it adjusts when you copy the formula to
other cells. For example, "A1" is a relative reference.

Formulas:-
 Common Functions:
 Excel provides a wide range of built-in functions for various
purposes, such as SUM, AVERAGE, MAX, MIN, IF,
VLOOKUP, and more.
 Functions are followed by parentheses, and you provide
arguments within the parentheses. For example, "=SUM(A1:A5)"
adds the values in cells A1 through A5.

IT For Engineers
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ITE Course Unit 1 Productivity Tool-Word processing tools

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