UNIT :-3

Information And Communication Technology

# Introduction

Information and Communication Technology, called ICT in short, has become an integral part of
our life. One must develop the ability to use digital technology and communication tools to
access, manage, integrate, evaluate, create and communicate.

# Getting Started with Spreadsheet

Let us now learn about spreadsheets, which are used for doing calculations on a computer. A
spreadsheet is an electronic document, which has rows and columns. It is used to store data in a
systematic way and do calculations.

# Types of spreadsheet

There are many types of spreadsheet available that have been created by different companies.
Some of the most popular ones are given.

:- Microsoft Excel

:- LibreOffice Calc

:- Google Sheets

First we will be learning how to use LibreOffice Calc. Most functions in different spreadsheets
are same. If you know how to use one, you can easily use any other spreadsheet.

Steps to start LibreOffice Calc :-

1. The first thing you need to ensure is that LibreOffice must be installed on your computer.

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2. Type LibreOffice Calc in the search bar of Windows.

3. Select LibreOffice Calc from the search results LibreOffice Calc will open a blank sheet.

4. You can start typing and entering data as soon as you open the spreadsheet. However, to start
using the spreadsheet.

# Components of a spreadsheet :-

In the spreadsheet, you can see a worksheet with cells placed in rows and columns. Now, let us
learn what these are.

1. A row is an arrangement of cells in a horizontal (sleeping) manner.

2. A column is an arrangement of cells in a vertical (standing) manner.

3. A cell is a rectangle shaped box, where the row and column meet. You can enter text,
numbers, date, formula, etc., in a cell. The cell that is selected appear highlighted.

Whatever you type in, a cell appears in the area called formula bar. You can also enter or edit
data and formula directly into the Formula Bar.

4. The name box shows the location of the selected cell. The location of the cell is a combination
of column and row.

5. A worksheet is a collection of cells in the form of a grid (a network of lines that intersect each
other, making rectangles). When you open a spreadsheet for the first time, you see a blank
worksheet with the name 'Sheet 1'.

6. A workbook is a spreadsheet that has one or more worksheets.

# Performing Basic Operations in a Spreadsheet :-

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A spreadsheet can be used to perform various functions. Let us see how to enter, edit, delete data
and use data functions effectively.

Steps to enter data The steps to enter data in a particular cell in a spreadsheet are given below:-

1. Click on the cell where you want to enter data.

2. Type text or number. As you type, you can see the data in the Formula Bar as well. Press Enter

when you complete typing.

3. The cursor is set on the next cell, in this case You can continue entering other data.

4. Notice that data in the cell will automatically (by default) be left aligned (near the left edge of
the cell) as you have entered text . If you enter numbers, they are right aligned in the cell.
Remember that text is aligned to the left of the cell, while number is aligned to the right.

5. You can enter a formula in a cell by starting with ‘=’ equal-to symbol .This will do the
calculations as given and display the results.

# Type of data

There are three main type of data — text, numbers and formula. Nowadays, it is also possible to
enter pictures, audio, video and shapes in a spreadsheet.

Editing data in a cell

There are various ways in which one can edit a cell

Method 1

1. Double click on the cell you want to edit. Then, type additional text in the cell or in the
Formula Bar.

2. Press Enter.

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Method 2

1. Click on the cell you want to edit.

2. Correct the text in the Formula Bar.

3. Press Enter.

Method 3

(If you want to completely change the text in the cell, then do the following.)

1. Click on the cell.

2. Type the new text.

3. Press Enter.

Deleting data in a cell

You can delete the value stored in a particular cell .The steps to delete data in a cell are as
follows.

1. Click on the cell.

2. Press the Delete key on the keyboard. This deletes the text entry of that cell making it blank.

Selecting multiple cells

select the entire row, and then, press ‘Delete’. After selecting multiple cells, a function

will be performed on the cells that are selected. When a single cell is selected it is called active
cell. When a number of cells is selected, it is called cell range. There are several ways in which
multiple cells can be selected .

Some Ways are:-

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 - To select an entire row, click the row heading.
- To select a full column, click the column heading.
- To select an entire worksheet, click the grey Rectangle on the upper left corner of the
worksheet.
- To select a range of cells, click on the starting cell, then hold down the mouse button and
drag it till you have selected all the cells you want. Release the mouse button.
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- To select two or more rows that are not next to each other, select one row and hold down
the Control key, and then, select the next row. as

Saving the spreadsheet in various formats

After entering data, you can save the spreadsheet in the same way as a Notepad or any other
word file. Click File, and then, Save . This will open a Save As dialog box. Type the file name
and click Save.The default Save as type is ODF Spreadsheet (.ods) but you can save the
spreadsheet in other types, such as Microsoft Excel 2003 (.xls).

Closing the spreadsheet

Once you have saved the data, you can close the spreadsheet by clicking File, and then, Close.

Opening a spreadsheet

Click File, and then, select Open. This will show a dialog box with a list of existing files. Select
the one you want to open and click Open .

Printing the spreadsheet

To print a spreadsheet, you can click File, and then, select Print from the drop-down or press

Ctrl+P on the keyboard . A Print dialog box appears. Select the printer, range of pages and
number of copies to be printed, and click OK.

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Session 3: Working with Data and Formatting Text

Data stored in a spreadsheet can be used in calculations, graphical representation and display of
information . Using spreadsheet for addition.:-

The symbol (operator) used for addition in a spreadsheet is ‘+’ (plus). There are various ways to

do addition in a spreadsheet.

Adding values directly To do any calculation in a spreadsheet, you need to use ‘=’ (equal-to)
symbol, which tells the spreadsheet that a Formula has been entered. Only then the spreadsheet
will perform the calculation and display the result.

When you type this in a cell and press Enter, the result will be displayed.

Example if we need to add 73 , 89 , 78 we will enter the formula

=73+89+78

And we will get the answer.

Spreadsheet gives you a better way to calculate the total. Instead of using direct numbers in the
formula, you can use cell addresses

For example instead of entering ‘=73+89+78’, you can enter the cell addresses ‘=B2+C2+D2’.
This will also give the same result. The advantage here is that even if there is a change in any
digits, there is no need to type the numbers again in the Total field.

Using mouse to select values in a formula

Now, to write the formula, You have to find out the cell address of each cell with marks and type
it. This requires some effort. Spreadsheet makes the task easier . Using a mouse, You can simply
select the cell to be used in the formula instead of typing the cell addresses . The steps are as
follows:-

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1. Type ‘=’ in the cell where you want to calculate the total.

2. Click the cell, which has that (column which you want ) will appear in the formula.

3. Type ‘+’.

4. Click the cell, which has that( column you want ) will appear in the formula.

5. Type ‘+’.

6. Click the cell (which you want ) will appear in the formula

7. Press Enter.

This will enter the same formula as before without type the cell addresses .. This method is much
easier, especially, when there many columns to calculate

Using Sum() function

Spreadsheet also gives you some functions that make it easier to do calculations. To add
numbers, we have the Sum() function. This helps in adding the numbers in separate cells or in a
cell range. There are following step to use Sum function are as follows:

1. Type ‘=Sum(' in column you want) where you want the total.

2. Now, click on column,, hold the left mouse button and drag till the next column you want.
This will help us to select the column which we want to add

3. Type ‘)’ and press Enter.

This displays the results in cell number and the formula in the Formula Bar.

Copying and moving formula

Now, Spreadsheets provide a way to copy the formula from one cell to another. The values are
automatically adjusted in the new cells. The steps to copy a formula are as follows.

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1. Click on the cell with the formula.

2. Right-click and select Copy or press Ctrl+c on the keyboard. If you wish to move the formula
to a new cell, i.e., delete it from the existing cell, select Cut or press Ctrl+x on the keyboard.

3. Click on the first cell, where you have to copy the formula.

4. Keeping the left mouse button down, drag till you reach the last cell, where you want the
formula. Release the left mouse button

5. Right-click and select Paste or press Ctrl+v on the keyboard.

6. The formula will be copied to all selected cells. It will calculate the total for each student.

Need to format cells and content

Everybody wants notes as they are easy to read and understand, and the important points are
clearly highlighted.Electronic spreadsheets have many options to make your content look neat
and easy to read. This is called ‘formatting’. There are many ways in which you can format the
content in a spreadsheet. Let us work with some of them.

Change text style and font size

In case you want to give a different style or a bigger size to the heading, you can change the text
style using the Font Drop-down . You can choose the style you like from the drop-down. The
text in all selected cells will change. Similarly, you can change the size of the text from the
font-size drop-down.As you can see the font and size of the heading have changed.

Align (arrange) text in a cell

In a spreadsheet, you can position the text in a cell to the left, right or center. This is the
alignment feature of spreadsheet. You can use the given icons on the ToolBar to align the text.

Highlight text

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We make headings of our documents and tables bigger and bolder than the rest of the text to
make them stand out. We also underline important words or italicise them so that they, too, stand
out. there are many ways in which we can highlight the text in a spreadsheet.

Action. Shortcut

To make text bold Ctrl+b

To underline text. Ctrl+u

To make text italic or slanting. Ctrl+i

Session 4: Advanced Features

Sorting data

Rearranging data to make it easy to find is known as sorting data .You can sort a range or table of
data on one or more columns of data.

To make it easy, you can sort the data totally. The steps to sort data are as follows.

1. Select all rows and columns that have to be sorted .

2. Click on Data, and then, select Sort

3. This will give a Sort dialog box. Click on Sort Key 1 and select total from the drop-down. By
default the order is Ascending, which means from the lowest to the highest. We will change it to
Descending. This will sort the data in the total field.

4. Click on OK.

5. The data will get rearranged in the entire list and we can easily find our data according to any
conditions.

Filtering data

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The FILTER function allows you to filter a range of data based on criteria you define.

feature of spreadsheet — ‘Filters’.

The steps to apply filter to a table are as follows.

1. Click on the AutoFilter icon on the Tool Bar.

2. This will put filters at the top of each column.

3. Click on the filter for ‘condition you want (Based on your need) ’ column.

4. The drop-down will show a list of all the values in that column.

5. By default, all values are checked or selected.

6. If you want to see the data of students only from (perticular one condition) uncheck the other
conditions.

7. Click on OK.

8. Data of (your particular condition) will be appeared on the screen.

Protecting spreadsheet with password

If you want to protect your data so that ni one can open

The steps to protect a spreadsheet are as follows.

1. Click on Tools and select Protect Spreadsheet

2. A Protect Document dialog box appears on the screen.

3. Type in a password.

4. Type the same password in the Confirm textbox.

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5. Click on OK.

6. Now, when you close the file and open it again, it will ask for the password. Remember this
password so that you can open the file.

Another way of protecting a spreadsheet is as follows.

1. Click on File, and then, Save As.

2. A Save As dialog box will appear on the screen.

3. Type the file name and click Save with password.

4. Click on Save.

5. A Set Password dialog box appears on the screen.

6. Type a password in the first textbox, and then, type the same password in the Confirm textbox.

7. Click on OK.

8. Now, when you try to open the file, it will ask for a password.

9. Type the password and click on OK.

Session 5: Presentation Software

To make an impact on their audience. Everyone can use handmade charts or printed slides or
make a digital presentation using a computer and presentation software. Presentation software is
being widely used to make digital presentations. It has many advantages, which are as follows:-

1. It has intresting features like images, videos, animation and music.

2. Making changes in digital presentations is easy.

3. A digital presentation can be shown to a much larger audience by projecting on a screen.

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4. The presentation can be printed and distributed to the audience.Presentation software available

There are a number of presentation software available, such as:-

● LibreOffice Impress
● Microsoft Office – PowerPoint
● 3. OpenOffice Impress
● 4. Google Slides
● 5. Apple Keynote

Most features in all these software are same. We will be discussing and using LibreOffice
Impress to create presentations in this Session as it is a free and open software.

Steps to start LibreOffice Impress

1. First, you must ensure that LibreOffice Impress is installed on your computer.

2. Type ‘LibreOffice Impress’ in the search bar of Windows.

3. Select LibreOffice Impress from the search results.

4. LibreOffice Impress will open. Cancel the ‘Select a template’ dialog box.

5. A blank presentation will open.

Adding text to a presentation

By default, there are two textboxes in the first slide. The top one is for the title and the lower
(bigger) one for other details. We can click on the title box and type in a title. Similarly, we can
click on the lower box and type in some details .

Session 6: Opening, Closing, Saving and Printing a Presentation

In this Session, we will learn about opening, closing, saving and printing a presentation.

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 - Steps to save a presentation

A digital presentation can be saved as a file on the computer. This can be opened later, viewed,
edited, shared with friends and colleagues, and printed. It is important to save the presentation
several times while working so that you do not lose data in case the computer shuts down or
there is a power cut. The steps to save a presentation for the first time are as follows.

1. Click on File.

2. Select Save As or Save from the drop-down. This displays a Save As dialog box

3. You can select a folder where you want to save the file example Desktop.

4. By default, the File name is ‘Untitled#’ (# is a number). You can change it to the name of your
choice.

5. The default Save As type is .ods. You can select other file types from the Save As type
drop-down. You can save the file as MS Excel or HTML or text file.

6. Click on Save.

This will save the presentation on the computer. Later while working, you can simply click
File>Save or press Ctrl+s on the keyboard to save the presentation.

- Steps to close a presentation

The steps to close a presentation are as follows.

1. Click on File.

2. Select Close from the drop-down.

3. If you have not saved the changes before closing the file, it will prompt you with a ‘Save
Document?’ dialog box. You can decide whether you want to save or not or cancel.

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 - Steps to open a presentation

The steps to open a presentation are as follows.

1. Open LibreOffice Impress.

2. Click on File.

3. Then, select Open from the drop-down.

4. This will display the Open dialog box .

5. Browse and select the folder where your file is saved, for example Desktop.

6. Then, select the file, for example Water Cycle.

7. Click on Open.

8. This will open the ‘Water Cycle.ods’ in LibreOffice Impress.

- Steps to print a presentation

Before you try to print a file, please make sure that a printer is connected to the computer. The
steps to print a presentation are as follows :-

1. Click on File.

2. Select Print from the drop-down or you can press Ctrl+p on the keyboard.

3. A Print dialog box is displayed.

4. A printer attached to the computer is displayed in the dialog box.

5. Select the number of copies you want to print.

6. Select All, if you want to print all slides.

7. Select Slides, if you want to print few of them and provide the slide numbers.

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8. Click on OK.

Session 7: Working with Slides and Text in a Presentation

Let us assume you have to make a presentation about a product in your office. The time assigned
for the same is five minutes. If you highlight the important points in the presentation, you can
easily depict important information in a short span. Let us look at how we can make our
presentation more effective. Adding slides to a presentation.

To add a new slide, do the following.

1. Click on Slide.

2. Select New Slide from the drop-down.

3. You can also press Ctrl+M on the keyboard.

4. This will add a blank New Slide to the presentation.

5. The layout or arrangement of textboxes, etc., will be similar to the previous one.

Deleting slides

The steps to delete a slide are as follows.

1. Select the slide that you want to delete.

2. Click on Slide.

3. Select Delete Slide from the drop-down

4. The selected slide will be deleted.

5. You can press ‘Del’ key on the keyboard to delete the selected slide.

Adding and formatting text

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The default layout of a LibreOffice Impress slide has two textboxes — one for the title and other
for text. You can add text by simply typing on the keyboard. If you have a blank slide with no
textbox, you can insert a textbox using the option Insert>Textbox . You can make this textbox of
any size, and then, enter the text.

You can format the text in a presentation to make it look better or attractive.There are many font
styles available to change the way a text appears. Click on the Font Style drop-down to select a
different style. This will change the way the text is written.You can also change the size of the
text by clicking on the Font Size drop-down and select the size

(for example, 8, 12, 14, 22, etc.). The font size of the title is increased to make it stand out.

Highlighting text — bold, underline, italic

To highlight a text in LibreOffice, you can make it bold, underlined or italic, depending on the
requirement. First, select the text that has to be highlighted. Then, hover over the given icons in
the Properties tab . Select the icon required to perform the desired function, i.e., making it bold,
italic, underlined or strikethrough.

Aligning text — left, right, center, justified

The text can be aligned either left, right, center or justified. Using the Paragraph option in the
Properties tab , the text can be aligned.‘Left or right aligned’ means that text will be aligned to
the left or right margin, respectively. ‘Center’ aligns the text to the center of the page. ‘Justify’
aligns the text to the right and left margins.

Changing text colour

You can make the presentation even more interesting by giving different colours to the text. The
Font Color drop-down gives various colours from which you can choose and change the colour
of the text. Besides the Font Color drop-down, there is a Highlight Color drop-down. If you

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select a colour from the Highlight Color drop-down, it will change the background colour of the
text.In this way, you can make the presentation interesting and meaningful.

Session 8: Advanced Features

used in PresentationThere are various advanced features used in a digital presentation. The use of
graphics, charts and images can make the presentation more meaningful.

Inserting shapes in presentation

You may want to use arrows to show the flow of a process in a presentation. For example, if you
want to show how Water Cycle works — you can use arrows. LibreOffice provides numerous
shapes, such as lines, square, circle, arrows, symbols, etc., that can be inserted into slides.

to insert an arrow, you must click on Insert, and then, select Shape. This has several options.
Choose Arrow to see different types of arrow. Select the one required for the presentation, for
example, ‘Circular Arrow’. In this way, you can select any shape you want.Once a shape is
inserted in a slide, you can use the Properties tab to make changes to the properties of the shape,
such as colour, size, position, direction, etc.

Inserting clipart and images in presentation

A picture speaks a thousand words. We use a lot of images in a presentation to make it simple
and interesting. The steps to insert a clipart or an image are as follows :-

1. Click on Insert from the menu.

2. Select Image

3. An Insert Image dialog box appears

4. Browse through folders and select the image you want to use.

5. Click on Open.

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In this way, you can insert images in your presentation slides and make it more interesting.

Changing slide layout

The default layout of a LibreOffice Impress slide contains one textbox for the title and one for
content. Layout helps to arrange the slide content in an organised way. However, you can change
the slide layout as per the requirement.In case, you want to insert an image of water cycle on one
side and give the steps on the other, you can select a layout with one title and two boxes. You can
do this by simply selecting the slide, and then, selecting the desired layout from the Layouts tab
Having a layout helps to align the content in the desired way.

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