BBA (BUSINESS ANALYTICS): BASIC COMPUTER

SKILLS(BCS)
UNIT II
INTRODUCTION TO INTERNET:
Internet:

The Internet is a global network of interconnected computers and servers that communicate with each
other using standardized protocols. It allows for the exchange of data and information, enabling various
forms of communication, such as email, social media, and web browsing.

Key Features:

● Global Connectivity: The Internet connects billions of devices worldwide, facilitating

communication and data exchange.
● Information Sharing: It provides access to vast amounts of information through websites,
search engines, and online databases.
● Communication: Tools like email, instant messaging, and video conferencing enable real-time
communication across the globe.
● Entertainment: Streaming services, online gaming, and social media platforms offer various
forms of entertainment.
● E-Commerce: The Internet enables online shopping, banking, and other commercial activities.

How It Works:

1. Data Transmission: Data is transmitted in the form of packets between devices using protocols
like TCP/IP (Transmission Control Protocol/Internet Protocol).
2. Servers and Clients: Websites are hosted on servers, and users access them using client devices
(computers, smartphones, etc.) through web browsers.
3. Routing: Data is routed through a network of routers and switches to reach its destination.
4. ISPs: Internet Service Providers (ISPs) offer connectivity services to individuals and
organizations.

NETWORK:

A computer network is a system that connects two or more computing devices for transmitting and
sharing information. Computing devices include everything from a mobile phone to a server. These
devices are connected using physical wires such as fiber optics, but they can also be wireless.

Types of Networks:

A computer network is a group of computers linked to each other that enables the computer to
communicate with another computer and share their resources, data, and applications.

A computer network can be categorized by their size. A computer network is mainly of four types:
 o LAN (Local Area Network)

o PAN (Personal Area Network)

o MAN (Metropolitan Area Network)

o WAN (Wide Area Network)

LAN (Local Area Network)

o Local Area Network is a group of computers connected to each other in a small area such as
building, office.

o LAN is used for connecting two or more personal computers through a communication medium
such as twisted pair, coaxial cable, etc.

o It is less costly as it is built with inexpensive hardware such as hubs, network adapters, and
ethernet cables.

o The data is transferred at an extremely faster rate in Local Area Network.

o Local Area Network provides higher security.

PAN (Personal Area Network)

o Personal Area Network is a network arranged within an individual person, typically within a
range of 10 meters.

o Personal Area Network is used for connecting the computer devices of personal use is known as
Personal Area Network.
o Personal computer devices that are used to develop the personal area network are the
laptop, mobile phones, media player and play stations.
There are two types of Personal Area Network:

o Wired Personal Area Network

o Wireless Personal Area Network

MAN (Metropolitan Area Network)

 o A metropolitan area network is a network that covers a larger geographic area by interconnecting
a different LAN to form a larger network.

o Government agencies use MAN to connect to the citizens and private industries.

o In MAN, various LANs are connected to each other through a telephone exchange line.

o The most widely used protocols in MAN are RS-232, Frame Relay, ATM, ISDN, OC-3, ADSL,
etc.

o It has a higher range than Local Area Network(LAN).

WAN (Wide Area Network)

o A Wide Area Network is a network that extends over a large geographical area such as states or
countries.

o A Wide Area Network is quite bigger network than the LAN.

o A Wide Area Network is not limited to a single location, but it spans over a large geographical
area through a telephone line, fibre optic cable or satellite links.

o The internet is one of the biggest WAN in the world.

o A Wide Area Network is widely used in the field of Business, government, and education.

WWW (World Wide Web):

WWW stands for the World Wide Web, which is a system of interconnected documents and other
resources, linked by hyperlinks and URLs. It is accessed via the internet and is one of the primary ways
users interact with the internet.

Key Components:

● Web Pages: Documents formatted in HTML (HyperText Markup Language) that can include
text, images, videos, and other multimedia elements.
● Browsers: Software applications like Google Chrome, Mozilla Firefox, and Microsoft Edge that
are used to access and navigate the web.
● URLs: Uniform Resource Locators, which are addresses used to access specific resources on the
web.
● Hyperlinks: Clickable links that allow users to navigate from one web page to another.

How the WWW Works:

1. Request: A user enters a URL or clicks a hyperlink in their web browser.

 2. Server: The web browser sends a request to the web server hosting the resource.
3. Response: The server processes the request and sends back the requested web page or resource.
4. Rendering: The web browser renders the web page, displaying it to the user.

Definition of Email:

Email: Electronic mail (also known as email or e-mail) is one of the most commonly used services on
the Internet, allowing people to send messages to one or more recipients. Email was invented by Ray
Tomlinson in 1972. It is a system used for creating, sending and storing textual data in digital form over
a network. Earlier, the e- mail system was based on Simple Mail Transfer Protocol (SMTP) mechanism,
a protocol used for sending e-mails from one server to another. Today's e- mail technology uses the
store-and-forward model. In this model, the user sends and receives information on their own computer
terminal.

Advantages of Email:

● Easy to use: E-mail frees us from the tedious task of managing data for daily use. It helps us
manage our contacts, send mails quickly, maintain our mail history, store the required
information, etc.

● Speed: An e-mail is delivered instantly and anywhere across the globe. No other service matches
the e-mail in terms of speed.

● Easy to prioritize: Because e-mails come with a subject line, it is easy to prioritize them and
ignore the unwanted ones.

● Reliable and secure: Constant efforts are being taken to improve the security in electronic mails.
It makes e-mail one of the secured ways of communication.

● Informal and conversational: The language used in e-mails is generally simple and thus, makes
the process of communication informal. Sending and receiving e-mails takes less time, so it can
be used as a tool for interaction

● Automated e-mails: It is possible to send automated e-mails using special programs like
autoresponders. The autoresponders reply only to those messages with generalized, prewritten
text messages.

● Environment friendly: Postal mails use paper as a medium to send letters. Electronic mail
therefore, prevents a large number of trees from getting axed. It also saves the fuel needed for
transportation.

● Use of graphics: Colorful greeting cards and interesting pictures can be sent through emails. This
adds value to the e-mail service.

● Advertising tool: Nowadays, many individuals and companies are using the e-mail service to
advertise their products, services, etc.

● Info at your fingertips: Storing data online means less large, space taking file cabinets, folders
and shelves. You can access information far quicker if you learn how to use email this way.
 ● Leverage: Send the same message to any number of people. Adaptations are simple, too. If you
have a product or service to sell, email is an effective medium to get your message out. Send
reminders to yourself

Disadvantages of Email:

● Viruses: There are computer programs which have the potential to harm a computer system.

● Spam: E-mails when used to send unsolicited messages and unwanted advertisements create
nuisance and are termed as Spam. Checking and deleting these unwanted mails can unnecessarily
consume a lot of time. It has therefore, become necessary to block or filter unwanted e-mails by
means of spam filters. Spamming is practiced by sending hoax e-mails. E-mail spoofing is
another common practice, used for spamming. The act of spoofing involves deceiving the
recipient by altering e-mail headers or addresses from which the mail is sent.

● Hacking: The act of breaking into computer security is termed as hacking. In this form of
security breach, e-mails are intercepted by hackers. An e-mail before being delivered to the
recipient, "bounces" between servers located in different parts of the world; hence, it can be
hacked by a professional hacker.

● Misinterpretation: One has to be careful while posting content through an e-mail. If typed in a
hurry, the matter could be misinterpreted.

● Lengthy mails: If the mail is too long and not properly presented, the reader may lose interest in
reading it.

● Not suitable for business: Since the content posted via e-mails is considered informal, there is a
chance of business documents going unnoticed. Thus, urgent transactions and especially those
requiring signatures are not managed through e- mails.

● Lacks the personal touch: Some things are best left untyped. Email will never beat a hand written
card or letter when it comes to relationships. Every new technology enters the social world with
its share of benefits and drawbacks. Different people interpret and utilize it in different ways. In
order to make the most of the available technology, users should try to understand both, the
positive and negative sides of the tool they use. No technology can be deemed totally perfect!

Key Operations of Email

1. Composing and Sending Emails

● Create a new email by selecting "Compose" or "New Message."

● Add recipients’ email addresses in the "To" field (use "Cc" for additional recipients and "Bcc"
for hidden recipients).

● Write a clear and concise subject line to summarize the email content.
 ● Craft a well-structured message body.

● Attach files, documents, or images if necessary.

● Review for accuracy and professionalism before hitting "Send."

2. Receiving and Managing Inbox

● Incoming emails are delivered to your inbox, with unread ones often highlighted.

● Open and read new emails promptly.

● Use flags or tags to prioritize important messages.

● Archive older emails to declutter without deleting important data.

3. Replying and Forwarding

● Use "Reply" to respond directly to the sender, or "Reply All" to include all recipients of the
original message.

● Forward emails to share content with others, including any attachments or additional comments.

4. Organizing Emails

● Sort your inbox using folders, categories, or labels (e.g., "Work," "Personal," or "Urgent").

● Automate organization with filters or rules (e.g., move newsletters to a "Promotions" folder).

● Mark emails as read/unread to track progress in responding.

5. Searching Emails

● Use search tools to find specific emails by keywords, sender, recipient, subject, or date.

● Advanced searches allow you to locate emails with attachments or within particular folders.

6. Spam and Security Management

● Identify and report spam emails to your service provider to reduce unwanted messages.

● Check your spam folder for legitimate emails mistakenly flagged as spam.
 ● Be cautious of phishing or fraudulent emails—verify sender addresses and avoid clicking
suspicious links.

7. Deleting and Archiving Emails

● Permanently delete unnecessary emails to free up space.

● Archive emails for safekeeping while removing them from your main inbox.

8. Customizing and Optimizing Settings

● Set up an email signature with your name, title, and contact details for a professional touch.

● Enable filters and folders to automate sorting.

● Use auto-reply for out-of-office notices or vacation messages.

● Manage notifications to avoid being overwhelmed.

INTRODUCTION TO WORD PROCESSING:

Word processing refers to the creation, editing, formatting, and printing of text documents using
software. It allows users to type and manipulate text with features like spell check, text alignment, font
styling, and document organization tools. Popular word processors include Microsoft Word, Google
Docs, and Apple Pages. These tools enhance productivity by providing features like templates,
collaboration options, and integration with other software. Word processing is commonly used for
creating letters, reports, essays, and various other written materials.
Popular Word Processing Software:
1. Microsoft Word: Part of the Microsoft Office suite, widely used globally.
2. Google Docs: Cloud-based word processor for real-time collaboration.
3. LibreOffice Writer: Free and open-source software.
4. Apple Pages: Part of Apple's productivity suite.
5. WPS Office Writer: Lightweight and compatible with other formats.

Introduction to Microsoft Word (MS Word)

Microsoft Word (MS Word) is a word processing application developed by Microsoft, and it is one of
the most widely used software programs for creating, editing, formatting, and printing text-based
documents. MS Word is part of the Microsoft Office suite, which also includes applications like Excel,
PowerPoint, and Outlook.
MS Word is designed to provide a user-friendly environment for creating documents ranging from
simple letters to complex reports, brochures, and books. It has become a standard tool in many fields,
including business, education, and personal use, due to its wide range of features and ease of use.

Features/Advantages of MS Word:
1. Text Formatting: MS Word allows users to change fonts, styles, sizes, colors, and apply
formatting like bold, italics, underline, and highlighting.
2. Page Layout: The software offers options for adjusting margins, orientation (portrait or
landscape), headers, footers, and page numbers.
3. Templates: MS Word includes a variety of built-in templates for different types of documents
(resumes, letters, reports, etc.), making it easier to create professional documents quickly.
4. Spell and Grammar Check: Word automatically checks for spelling and grammar errors,
helping users maintain accuracy in their documents.
5. Tables and Charts: Word provides tools to create tables, insert charts, and organize data in a
structured format.
6. Collaboration: With cloud integration (OneDrive or SharePoint), multiple users can collaborate
in real time, sharing documents and editing them simultaneously.
7. Insert Media: MS Word allows users to insert images, videos, links, and other media elements
into documents to enhance visual appeal and content engagement.
8. SmartArt and Graphics: You can create visually engaging diagrams, flowcharts, and graphic
designs using SmartArt tools.
9. Track Changes: When working with collaborators, Word enables tracking of changes and
comments, allowing users to accept or reject edits.
10. Mail Merge: MS Word’s Mail Merge feature allows for the creation of personalized letters,
envelopes, and labels by combining a document with data from a database or spreadsheet.
Parts of MS WORD 2010:

To Start Microsoft Word 2010 from the Start Menu:

1. Click on the Start button, point to All Programs then click on Microsoft
Office and click on Microsoft Word 2010.
2. This will launch Microsoft Word 2010 application and the first screen that
you will see a new blank page document.
Let us understand the various important elements of this window:
1. File Tab: The File tab replaces the Office button from Word 2007. You can
click it to check Backstage view, which is the place to come when you need to
open or save files, create new documents, print a document, and do other file-
related operations.
2. Quick Access Toolbar: The Quick Access Toolbar you will find just above
 the File tab and its purpose is to provide a convenient place for the Word most
frequently used commands. You can customize this toolbar based on your
comfort.
3. Ribbon: Ribbon contains commands organized in three components:
(i) Tabs: Tabs appear across the top of the Ribbon and contain groups of
related commands. Home, Insert and Page Layout are the examples of
ribbon tabs.
(ii) Groups: Groups organize related command. Each group name appears
below the group on the Ribbon. For example: Group of commands related
to fonts (Font group) or group of commands related to alignment
(Paragraph group) etc.
(iii) Commands: Commands appear within each group as mentioned above.
For example: Bold, Italic and Underline are the commands appear under
Font group of Home tab
 Following is the basic window which you get when you start word application:
Quick Access toolbar

File tab Title bar

Ruler
Ribbon Help

Dialog Box Launcher

View buttons Zoom control

Status bar Document area

(Microsoft Word Window or Screen Layout)

4. Title bar: Title bar lies at the top of the window. It shows the program and
document titles.
5. Rulers: Word has two rulers - a horizontal ruler and a vertical ruler. The
horizontal ruler appears just beneath the Ribbon and is used to set margins and
tab stops. The vertical ruler appears on the left edge of the Word window and is
used to measure the vertical position of the elements on the page.
6. Help: The Help Icon can be used to get word related help anytime you like.
This provides tutorial on various subjects related to word.
7. Zoom Control: Zoom control lets you zoom in for a closer look at your text.
The zoom control consists of a slider that you can slide left or right to zoom in
or out. + and - buttons you can click to increase or decrease the zoom factor.
8. View Buttons: The group of five buttons located to the left of the Zoom
control, near the bottom of the screen, lets you switch among Word's various
document views.
(i) Print Layout view: This displays pages exactly as they will appear when
printed.
(ii) Full Screen Reading view: This gives a full screen look of the document.
 (iii) Web Layout view: This shows how a document
appears Web browser, such as Internet Explorer.
(iv) Outline view: Outline view divides a document into sections defined by
headings and text. A heading represents a main idea. Text contains one or
more paragraphs that are attached to a particular heading.
(v) Draft view: This displays the document without top or bottom page
margins, where page breaks appear as dotted lines. For example, headers
and footers are not shown.
9. Document Area: Document area is the area where you type. The flashing
vertical bar is called the insertion point and it represents the location where text
will appear when you type.
10. Status Bar: This displays document information as well as the insertion point
location. From left to right, this bar contains the total number of pages and
words in the document, language etc.
11. Dialog Box Launcher: This appears as very small arrow in the lower-right
corner of many groups on the Ribbon. Clicking this button opens a dialog box
or task pane that provides more options about the group.

CREATING A NEW DOCUMENT

Word files are called Documents. When you start a new project in Word, you will need to
create a new document, which can either be blank or from a template.
Each time you create a new document, you have the option of choosing different types of
templates that are already formatted and designed for specific purposes, such as a calendar,
newsletter, sales report, or corporate slide show presentation,

To Create a New Document:

1.Click the File tab.
The Backstage View appears.
2.Click New.
A list of templates appears.
3.Double-click the template you want to use.
Word creates a new document based on your chosen template.
 1. Click on New button present under Quick Access Toolbar.
New Button

Fig. 3.3 (Creating a New Document – Using New Button)

OR
2. Press Ctrl + N key combination from the keyboard.

OPENING AN EXISTING DOCUMENT:

There may be a situation when you open an existing document and edit it partially or
completely.
To Open an Existing Document:
1. Click the File tab.
The Backstage View appears.
2. Click Open.
An Open dialog box appears, as shown in Figure
3.Finally locate and select a file which you want to open, and then click
Open. Your chosen file appears, ready for editing.
 OPENING A RECENTLY USED DOCUMENT:
As a shortcut, Word keeps track of your most recently opened documents and stores
them in a list so you can find them again. If you need to open a document that you
opened earlier, you may find it much faster by locating it through this list of recently
opened files.
To Open a Recently Used Document:
1. Click the File tab.
The Backstage View appears.
2. Click Recent.
The list of recently opened documents appears, as shown in Figure.
3. Click over a document file that you want to
open. Your chosen document appears.

CLOSING A DOCUMENT
When you are done editing a document file, you need to close it. Closing a file simply removes
the file from your screen but keeps your Word program running so you can edit or open another
file. If you have not saved your file, closing a file will prompt you to save your changes.
To Close a File:
1. Click the File tab.
The Backstage View appears.
2. Click Close. If you have not saved your file, a dialog box appears asking
whether you want to save your changes.
(For a faster way to choose the Close Command, press Ctrl+F4.)
3.

3.Click Save to save your changes, Don’t Save to discard any changes, or Cancel
to keep your file open. If you click either Save or Don’t Save, MS-WORD closes
your file.

TEXT CREATION AND MANIPULATION:

Insert and Add Text

First we will see how inserted text will be added into the existing content without replacing any existing
content.
Click the location where you wish to insert text; you can also use the keyboard arrows to locate the place
where the text needs to be inserted.
Deleting text between two points
Click at the start of the block of text, hold down the Shift key, and click at the end of the block to select
the portion of text and finally press either the Backspace key or the Delete key.

Selecting Text:
The most common method of selecting a text is to click and drag the mouse over the text you want to
select.

Selecting text between two points

Click at the start of the block of text, hold down Shift, and click at the end of the block.
Selecting a single word
Double-click anywhere on the word you want to select.
Selecting a paragraph
Triple-click anywhere on the paragraph you want to select.
Selecting a sentence
Hold down the Ctrl key and click anywhere in the sentence you want to select.
Selecting a column of text
Hold down Alt, click and hold the mouse button, and drag over the column you want to select.
Selecting a line
Bring your mouse in the selection bar area and click in front of the line you want to select.
Selecting a paragraph
Bring your mouse in the selection bar area and double click in front of the paragraph you want to select.

Selecting the document

Bring your mouse in the selection bar area and triple-click.

Using the Selection Bar

The black shaded area in the following screen shot is called the selection bar. When you bring your cursor
in this area, it turns into a rightward-pointing arrow.
Copy & Paste Operation
The Copy operation will just copy the content from its original place and create a
duplicate copy of the content at the desired location without deleting the text from
it's the original location. Following is the procedure to copy the content in word −
Step 1 − Select a portion of the text using any of the text selection methods.
Step 2 − You have various options available to copy the selected text in clipboard.
You can make use of any one of the options –
Finally click at the place where you want to copy the selected text and use either of these two simple op
Step 3 − Finally click at the place where you want to copy the selected text and use
either of these two simple options
 EDITING DOCUMENTS:
Editing a document refers to changing or modifying the contents of an existing file.

In simple terms, editing deals with:

1. Adding additional contents into an existing document.
2. Deleting some contents from an existing document.
3. Modifying contents by replacing them with some other contents.
To enter text just starts typing. The text will appear where the blinking cursor is
located. Move the cursor by using the arrow buttons on the keyboard or positioning the
mouse and clicking the left button. The keyboard shortcuts listed below are also helpful
when moving through the text of a document:

Move Action Keystroke

Beginning of the file HOME
End of the file END
Top of the document Ctrl + HOME
End of the document Ctrl + END

Adding additional contents into an existing document

To add a particular word at a particular location, you have to set the cursor at the desired
location. This can be done either by using the keyboard arrow keys or through mouse. Arrows
keys alternatively referred to as cursor keys are used to move the cursor on the screen. Mouse
can also be used for specifying the location of the cursor. Simply, move the mouse cursor to the
desired location and click there.
Text can be inserted in a document at any point using any of the following methods:
1. Type Text: Put your cursor where you want to add the text and start typing.
2. Copy and Paste Text: Highlight the text you wish to copy and right click and
click Copy, put your cursor where you want the text in the document and right
click and click Paste.
3. Cut and Paste Text: Highlight the text you wish to copy, right click, and click
Cut, put your cursor where you want the text in the document, right click, and
click Paste.
4. Drag Text: Highlight the text you wish to move, click on it and drag it to the
place where you want the text in the document.
Deleting some contents from an existing document
To delete some content from an existing document, it must be selected or highlighted.

Selection Technique

Whole word Double-click within the word.

Whole paragraph Triple-click within the paragraph.

Several words Drag the mouse over the words, or hold down SHIFT while using the arrow
or lines keys.

Entire document Under Home Tab, Choose Editing 🡪 Select 🡪 Select All from the Ribbon OR
Press Ctrl + A.

To delete or erase text in your document, use the Backspace and Delete keys on your
keyboard. The Backspace key erases the text to the left of the insertion point one character at a
time, whereas the Delete key erases the text to the right of the insertion point.

To delete a large selection of text, highlight it using any of the methods outlined above and
press the DELETE key.

Modifying contents by replacing them with some other contents

While working on editing a document you come across a situation very frequently when you want to
search a particular word in your document and will be willing to replace this word with another word at
few or all the places throughout of the document. This can be done by using Find and Replace option in
MS-Word.

SAVING A DOCUMENT:
Once you are done with typing in your new word document, it is time to save your document to
avoid losing work you have done on a Word document.
Saving a file stores all your data permanently on a hard disk or other storage device.
To Save a Document:
1.Click the File tab and select Save As option.
3.

(File Tab: Save As option)

2.A Save As dialog box appears, as shown in Figure.

(Save As Dialog box)

 3.Select a folder where you would like to save the document, Enter file name
which you want to give to your document and click on Save button.

Saving New Changes

There may be a situation when you open an existing document and edit it partially or
completely, or even you would like to save the changes in between editing of the document. If
you want to save this document with the same name then you can use either of the following
simple options:
(a) Press Ctrl + S keys to save the changes.
(b) Click on the floppy icon available at the top left corner and just above the File tab.
(c) Use the Save option available just above the Save As option under File tab.
If your document is new and it was never saved so far, then with any of the three options, word
would display you a dialogue box to let you select a folder, and enter document name as
explained earlier.

FORMATTING:

Formatting in a Word document refers to the process of structuring and styling the
text, images, and other elements within a document to enhance its visual appeal and
readability. It includes various aspects such as font style, font size, font color, paragraph
alignment, line spacing, margins, borders, page orientation etc.

Text Formatting
To create and design effective documents, you need to know how to format text. In addition to
making your document more appealing, formatted text can draw the reader's attention to specific
parts of the document and help communicate your message.

To Change the Font:

● Select the text you want to modify.
● Click the drop-down arrow next to the Font box on the Home tab. The Font
drop- down menu appears.

(Font Box in Home Tab)

● Move the mouse pointer over the various fonts. A live preview of the font will
appear in the document.
● Select the font you want to use. The font will change in the document.
1. Left-click the drop-down arrow next to the font size box on the Home tab. The
font size drop-down menu appears.
2. Move your cursor over the various font sizes. A live preview of the font size
will appear in the document.
3. Left-click the font style you wish to use. The font style will change in the
document.
To Format Font Color:
1. Select the text you wish to modify.

(Font Colors Box in Home Tab)

2.Left-click the drop-down arrow next to the font color box on the Home tab. The
font color menu appears.
3.Move your cursor over the various font colors. A live preview of the color will
appear in the document.
4.Left-click the font color you wish to use. The font color will change in the
document.
To Use the Bold, Italic, and Underline Commands:
1. Select the text you wish to modify.
2. Click the Bold(B), Italic(I), or Underline(U) command in the Font group on the
Home tab.

(Font Group: Bold, Italic and Underline)

To Change the Text Case:

1. Select the text you wish to modify.
2. Click the Change Case command in the Font group on the Home tab.
3. Select one of the case options from the list.

(Change Case in Font Group on Home Tab)

 first. Select the text by dragging the mouse over the desired text while keeping the left
mouse button depressed, or hold down the SHIFT key on the keyboard while using the
arrow buttons to highlight the text.
The following table contains shortcuts for selecting a portion of the text:

Paragraph Formatting
Paragraph formatting lets you control the appearance of individual paragraphs. For
example, you can change the alignment of text from left to center or the spacing between lines form
single to double.
Paragraph formatting is applied to an entire paragraph. All formatting for a paragraph is stored
in the paragraph mark and carried to the next paragraph when you press the Enter key.
Paragraph formatting mainly deals with-
(i) Paragraph alignment (left, center, right and justify)
(ii) Line and Paragraph spacing

Paragraph Alignment:

Paragraph alignment determines how the lines in a paragraph appear in relation to the left and
right margins.
To Change Paragraph Alignment:
1. Select the paragraph you wish to modify.
2. Select one of the four alignment options from the Paragraph group on the
Home tab.
o Align Text Left: Aligns all the selected text to the left margin.
o Center: Aligns text an equal distance from the left and right margins.
o Align Text Right: Aligns all the selected text to the right margin.
o Justify: Justified text is equal on both sides and lines up equally to the right
and left margins. Traditionally many books, newsletters, and newspapers use
full- justification.
 (Alignment Options in Paragraph Group on Home Tab)

You can also use keyboard shortcuts to change text-alignment.

Ctrl+L= Left Align Ctrl+R= Right Align Ctrl+E= Center Ctrl+J= Justify

Line and Paragraph Spacing

Line space is the amount of vertical space between lines of text in a paragraph. Line spacing
(also known as leading) is typically based on the height of the characters, but you can change it
to a specific value. Setting line spacing to 1.15 will increase the space by 15 percent, and setting
line spacing to 3 increases the space by 300 percent (triple spacing).
Adjusting the line spacing will affect how easily your document can be read. You can increase spacing
to improve readability, or reduce it to fit more text on the page.

To Change Line Spacing:

1. Select the lines of text you wish to set the line space.
2. Click the Line and Paragraph Spacing command in the Paragraph group on the
Home tab.
 3. Place the cursor over each option to see a live preview, and then select the
number of line spaces you want.

OR
4.Select Line Spacing Options at the bottom of the menu, and then select the
options you want in the Paragraph dialog box under Spacing.

Paragraph spacing is the amount of space above or below a paragraph. Instead of

pressing Enter multiple times to increase space between paragraphs, you can set a
specific amount of space before or after paragraphs. Extra spacing between paragraphs
can make a document easier to read.
To Change Paragraph Spacing:
1. Click the Line and Paragraph Spacing command on the Home tab.
2. Select Add Space Before Paragraph or Remove Space After Paragraph from the
drop-down menu.
 (Line and Paragraph Spacing Option in Paragraph Group on Home Tab)
3. From the drop-down menu, you can also select Line Spacing Options to
open the Paragraph dialog box. From here, you can control exactly how much
space there is before and after the paragraph.

(Paragraph Dialog Box)

Tables:
A table is a grid of cells arranged in rows and columns. Tables allow large amounts of text or
numbers to be presented in an organized and easy to read manner. Student roll books, sport
statistics, address books, math formulas, menus and many other documents often incorporate
tables to share information.
A few important terms to know before you begin creating tables are:
• Row - A row runs horizontal in a table and is divided by borders.
• Column - A column runs perpendicular in a table and is divided by borders.
• Borders - Separating lines in the table.
 • Cell - A cell is the box that is created when your rows and your columns intersect
each other. The cell contains your data or information.

Insert a Table:
There are three methods to insert a table in Word document:
1.Clicking the Table button creates a table with the number of columns and rows you
select from the grid, with all the cells of equal size.
2.You can use the Insert Table dialog box, where you can specify the number of rows
and columns as well as their sizes.
3.You can also create a table by drawing cells the size you want.
When table was created, you can then enter text, numbers, and graphics into the table's cells,
which are the boxes at the intersections of a row and a column.
To Insert a Table (Method 1):
• Click the Insert tab of the Ribbon.
• In the Table group, click the Table icon. Word displays a drop-down list
• Drag the intended table columns and rows from the table grid.

To Add a Row above an Existing Row

● Place the insertion point in a row below the location you wish to add a row.

● Right-click the mouse. A menu appears.

● Select Insert 🡪 Insert Rows Above.

● A new row appears above the insertion point.

To Add a Column

● Place the insertion point in a column adjacent to the location you wish the new
column to appear.
● Right-click the mouse. A menu appears.

● Select InsertInsert Columns to the Left or Insert Columns to the Right.

● A new
column appears.
To Delete a Row or Column
● Select the row or column.

● Right-click your mouse and a menu appears.

● Select Delete Cells.

● Delete Cells dialog box appears. Select Delete entire row or Delete entire
column, then click OK.

To Apply a Table Style

● Click anywhere on the table. The Design tab will appear on the Ribbon.

● Select the Design tab and locate the Table Styles.

● Click the More drop-down arrow to see all of the table styles.

● Place the mouse over the various styles to see a live preview.
Select the desired style. The table style will appear in the document.
Working With Graphics:
You can add beauty to your Microsoft Word documents by inserting a variety of graphics. This chapter
will teach you two ways of adding graphics.
Adding Picture in Document
The following steps will help you add an existing picture in your word document. It is assumed that you
already have a picture available on your machine before you add this picture in your Word document.
Step 1 − Click on your document where you want to add a picture.
Step 2 − Click the Insert tab and then click the Picture option available in illustrations group, which
will display the Insert Picture dialog box.

Step 3 − You can select a required picture using the Insert Picture dialog box. When you
will click the Insert button, selected picture will be inserted in your document. You can play with your
inserted picture in different ways, like you can apply quick styles to your picture, you can resize it, or
you can change its color too. To try it, just -lick your inserted image and Word will give you numerous
options available under the Format tab to format your inserted graphics.
You can try yourself to insert other available graphics like Clipart, Different Shapes, Charts and
SmartArt or Screenshots.

Adding WordArt in Document

WordArt provides a way to add fancy words in your Word document. You can document your text in a
variety of ways. The following steps will help you add WordArt in your document.
Step 1 − Click in your document where you want to add WordArt.
Step 2 − Click the Insert tab and then click the WordArt option available in the Text group; this
will display a gallery of WordArt.
Step 3 − You can select any of the WordArt style from the displayed gallery by
clicking on it. Now you can modify the inserted text as per your requirement and
you can make it further beautiful by using different options available. To try it, just
double-click your inserted WordArt and Word will give you numerous options
available from the Format tab to format your image. Most frequently used options are Shape
Styles and WordArt Styles.
You can try yourself to apply different options on the inserted WordArt by changing its shape styles,
colors, WordArt Styles, etc.

Adding CLIP ART:

Clip art is a collection of pictures or images that can be imported into a document. Clip art is typically
organized into categories, such as people, objects, nature, etc., which is especially helpful when
browsing through thousands of images.
Pictures and videos can be inserted or copied into a document from many different sources,
including downloaded from a clip art Web site provider, copied from a Web page, or inserted
from a folder where you save pictures.
To Insert Clip Art:
● Place your insertion point in the document where you want to insert the clip art.

● On the Insert tab, in the Illustrations group, click Clip Art.

● In the Clip Art task pane, under Search for text box, type a word or phrase that
describes the clip art that you want, or some of the file name of the clip art and
Click Go.

● In the list of results, click the clip art to insert it.

To Insert a Picture from a file:
● Place your insertion point where you want the image to appear.

● On the Insert tab, in the Illustrations group, click Picture.

 Fig. 3.9 3 (Insert Picture from File)

● The Insert Picture dialog box appears. Select the desired image file, and then click
Insert to add it to your document.

PRINT PREVIEW AND PRINTING A DOCUMENT:

Preview Documents
The following steps will help you preview your Microsoft Word Document.
Step 1 − Open the document the preview of which you want to see.
Step 2 − Click the File tab followed by the Print option; this will display a preview of the document
in the right column. You can scroll up or scroll down your document to walk through the document
using the given Scrollbar. In the next chapter, we will learn how to print the previewed document and
how to set different printing options.
Step 3 − Once you are done with your preview, you can click the Home tab to go to the
actual content of the document.

Printing Documents
The following steps will help you print your Microsoft Word document.

Step 1 − Open the document for which you want to see the preview. Next click the
File tab followed by the Print option which will display a preview of the document
in the right column. You can scroll up or scroll down your document to walk
through the document using given Scrollbar. The middle column gives various
options to be set before you send your document to the printer.

Print Preview
Step 2 − You can set various other printing options available. Select from among
the following options, depending on your preferences.
Copies
Set the number of copies to be printed; by default, you will have one copy of the document.
Print Custom Range
This option will be used to print a particular page of the document. Type the number in Pages option, if
you want to print all the pages from 7 till 10 then you would have to specify this option as 7-10 and
Word will print only 7th, 8th, 9th and 10th pages.
Print One Sided
By default, you print one side of the page. There is one more option where you will turn up your page
manually in case you want to print your page on both sides of the page.
Collated
By default, multiple copies will print Collated; if you are printing multiple copies and you want the
copies uncollated, select the Uncollated option.
Orientation
By default, page orientation is set to Portrait; if you are printing your document in landscape mode
then select the Landscape mode.
A4
By default, the page size is A4, but you can select other page sizes available in the dropdown list.

Custom Margin
Click the Custom Margins dropdown list to choose the document margins you want to use. For
instance, if you want to print fewer pages, you can create narrower margins; to print with more white
space, create wider margins.
1 Page Per Sheet
By default, the number of pages per sheet is 1 but you can print multiple pages on a single sheet. Select
any option you like from the given dropdown list by clicking over the 1 Page Per Sheet option.

Step 3 − Once you are done with your setting, click on the Print button which will send
your document to the printer for final printing.
INTRODUCTION TO PRESENTATION

Presentation:

A presentation refers to a process of conveying information, ideas, or messages to an audience in a

structured format, often using visual aids such as slides, images, charts, videos, and text. Presentations
are commonly used in various settings such as business meetings, academic lectures, conferences,
marketing, and training sessions.

Here are the names of some popular presentation software:

1. Microsoft PowerPoint
2. Google Slides
3. Apple Keynote
4. Prezi
5. LibreOffice Impress
6. Canva
7. Zoho Show
8. Visme
9. Haiku Deck
10. Slides.com

Microsoft PowerPoint:

Microsoft PowerPoint is a presentation software developed by Microsoft, part of the Microsoft

Office suite (now also available through Microsoft 365). It is used to create slide-based presentations
that can include text, images, charts, animations, and multimedia elements (like videos and audio).
PowerPoint is one of the most widely used tools for delivering professional, educational, and
personal presentations.

PARTS OF MICROSOFT POWERPOINT WINDOW:

The following screenshot shows the various areas in a standard PowerPoint file. It is important to
familiarize yourself with these areas as it makes learning and using PowerPoint easier.
File Tab
This tab opens the Backstage view which basically allows you to manage the file and settings in
PowerPoint. You can save presentations, open existing ones and create new presentations based on
blank or predefined templates. The other file related operations can also be executed from this view.

Ribbon
The ribbon contains three components −
● Tabs − They appear across the top of the Ribbon and contain groups of
related commands. Home, Insert, Page Layout are examples of ribbon tabs.
● Groups − They organize related commands; each group name appears below
the group on the Ribbon. For example, a group of commands related to fonts
or a group of commands related to alignment, etc.
● Commands − Commands appear within each group as mentioned above.

Title Bar
This is the top section of the window. It shows the name of the file followed by the name of the program
which in this case is Microsoft PowerPoint.

Slide Area
This is the area where the actual slide is created and edited. You can add, edit and delete text, images,
shapes and multimedia in this section.
Help
The Help Icon can be used to get PowerPoint related help anytime you need. Clicking on the "?" opens
the PowerPoint Help window where you have a list of common topics to browse from. You can also
search for specific topics from the search bar at the top.
Zoom Options
The zoom control lets you zoom in for a closer look at your text. The zoom control consists of a slider
that you can slide left or right to zoom in or out, you can click on the - and + buttons to increase or
decrease the zoom factor. The maximum zoom supported by PowerPoint is 400% and the 100% is
indicated by the mark in the middle.
Slide Views
The group of four buttons located to the left of the Zoom control, near the bottom of the screen, lets you
switch between PowerPoint views.
● Normal Layout view − This displays page in normal view with the slide on the
right and a list of thumbnails to the left. This view allows you to edit
individual slides and also rearrange them.
● Slide Sorter view − This displays all the slides as a matrix. This view only allows
you to rearrange the slides but not edit the contents of each slide.
● Reading View − This view is like a slideshow with access to the Windows task
bar in case you need to switch windows. However, like the slideshow you
cannot edit anything in this view.
Notes Section
This sections allows you to add notes for the presentation. These notes will not be displayed on the
screen during the presentation; these are just quick reference for the presenter.

Quick Access Toolbar

The Quick Access Toolbar is located just under the ribbon. This toolbar offers a convenient place to
group the most commonly used commands in PowerPoint. You can customize this toolbar to suit your
needs.

Slide Tab
This section is available only in the Normal view. It displays all the slides in sequence. You
can add, delete and reorder slides from this section.

PowerPoint offers a host of tools that will aid you in creating a presentation. These tools are organized
logically into various ribbons in PowerPoint. The table below describes the various commands you can
access from the different menus.
Menu Category Ribbon Commands

Clipboard functions, manipulating slides, fonts, paragraph settings, drawing

Home
objects and editing functions.

Insert tables, pictures, images, shapes, charts, special texts, multimedia and
Insert
symbols.

Design Slide setup, slide orientation, presentation themes and background.

Transitions Commands related to slide transitions.

Animations Commands related to animation within the individual slides.

Slide Show Commands related to slideshow set up and previews.

Proofing content, language selection, comments and comparing

Review
presentations.

Commands related to presentation views, Master slides, color settings and

View
window arrangements.
SLIDESORTER View:
PowerPoint Slide Sorter is one of the views available in Microsoft PowerPoint that lets you view all
your slides in the form of thumbnails sorted horizontally. This helps better organize the slides, as you
can rearrange them using drag and drop. Furthermore, you can zoom your slides (in or out) to increase
or reduce the size of the thumbnails according to your convenience. The definition of Slide Sorter by
Microsoft is as follows:
Slide Sorter view gives you a view of your slides in thumbnail form. This view makes it easy for you to
sort and organize the sequence of your slides as you prepare to print your slides.

Here are multiple ways to open and access the Slide Sorter view in Microsoft PowerPoint.

View Tab in PowerPoint: PowerPoint Slide Sorter button appears under Presentation Views from
the View tab in the Ribbon menu via View -> Slide Sorter to access it. To switch back anytime, choose a
different view from the View tab or the bottom of the presentation deck.

Keyboard Shortcut: You can also access Slide Sorter via a keyboard shortcut. In this case, in Windows,
press Alt + V then D key. The Alt + V combination will highlight the View tab in the Ribbon, and then
pressing the D key will open the Slide Sorter view.

Bottom of the Taskbar: You can also access the Slide Sorter view from the bottom of the taskbar via the
slide sorter icon.
SLIDESHOW

Here's a detailed step-by-step guide for preparing a slideshow from the beginning using Microsoft
PowerPoint 2010 on your computer:

Step 1: Open Microsoft PowerPoint 2010

1. Launch PowerPoint 2010:
o Click on the Start button on your Windows taskbar.
o Type "PowerPoint" in the search box, and click on Microsoft PowerPoint 2010 when it
appears in the list.

Step 2: Choose a Template or Blank Presentation

1. Choose Your Slide Format:
o Upon opening PowerPoint, you'll be prompted with a screen showing several templates.
You can either choose a blank presentation or select a template.
o If you want a simple presentation, choose Blank Presentation.
o If you need a designed theme, select a template from the available options.

Step 3: Add and Customize the Title Slide

1. Title Slide: The first slide is usually the title slide by default.
o Click on the text boxes on the slide to enter a title and subtitle.
o You can adjust the font style, size, and color from the Home tab.

Step 4: Add More Slides

1. Insert New Slides:
o Go to the Home tab.
o Click on the New Slide button.
o A dropdown menu will appear with various slide layouts. Choose the layout that best fits
 your content (e.g., Title and Content, Two Content, Blank, etc.).
o Keyboard shortcut: Press Ctrl + M to add a new slide.

Step 5: Add Content to Each Slide

1. Add Text:
o Click on the text boxes on each slide and type your text (e.g., headings, bullet points).
o Use the Home tab to change the font, size, color, and alignment of the text.
2. Insert Images:
o Go to the Insert tab, click Picture, and select an image file from your computer.
3. Add Shapes or Icons:
o Click Insert > Shapes to add different shapes (arrows, squares, circles, etc.).
o You can also insert icons using the Icons option from the Insert tab.
4. Insert Charts or Graphs:
o Go to Insert > Chart, choose a chart type (bar, pie, etc.), and input your data in the Excel
sheet that opens.

Step 6: Customize the Design

1. Choose a Theme:
o Click on the Design tab.
o Browse through the available themes to select one that fits your presentation style. These
themes include predefined colors, fonts, and slide layouts.
2. Modify Slide Background:
o In the Design tab, click on Background Styles to choose a background color or image
for your slides.

Step 7: Add Transitions Between Slides

1. Select the Transition:
o Click on the Transitions tab.
o Choose a transition effect (e.g., Fade, Push, Wipe) to apply to the current slide.
2. Apply to All Slides:
o If you want the same transition for all slides, click Apply To All.
3. Adjust Duration:
o You can adjust the duration of the transition effect using the Duration field in the
Timing section of the Transitions tab.

Step 8: Add Animations to Slide Elements

1. Animate Text or Objects:
o Click on the object (text box, image, shape, etc.) you want to animate.
o Go to the Animations tab.
o Choose an animation effect (e.g., Fade, Fly In, Zoom).
2. Animation Options:
o Adjust the Animation Pane to fine-tune the order of animations. Click on Animation
Pane in the Advanced Animation group.
3. Timing of Animations:
o Control when the animation starts: On Click, With Previous, or After Previous.
o You can also set the Delay and Duration of the animation.

Step 9: Preview Your Slideshow

1. Preview the Slideshow:
o Go to the Slide Show tab and click From Beginning to start the slideshow from the first
slide.
 o From Current Slide allows you to start the slideshow from the selected slide.
2. Use Presenter View:
o If you're presenting, you can enable Presenter View to view upcoming slides, speaker
notes, and a timer.
o To activate it, click Slide Show > Use Presenter View.

Step 10: Save Your Presentation

1. Save:
o Click File > Save or Save As.
o Choose a location on your computer and save your presentation in .pptx format.
2. Export to Other Formats:
o If you need to share your presentation as a PDF or video, go to File > Save & Send >
Create PDF/XPS Document or Create a Video.

EDITING SLIDESHOWS:

In Microsoft PowerPoint 2010, the Slideshow tab is specifically designed to control the presentation
and viewing aspects of a slide deck. It offers several features that allow users to manage slide
transitions, animations, and the overall presentation experience.

1. Start Slide Show

● From Beginning: Starts the presentation from the first slide.

● From Current Slide: Starts the presentation from the currently selected slide.
2. Set Up
● Set Up Slide Show: Opens the Set Up Show dialog box, where you can customize various
settings for the slide show, such as:
o Show type (Presented by a speaker, Browsed by an individual, etc.)
o Advance slides options (Manually, Using timings, or Automatically)
o Looping options (Loop until "Esc" is pressed)
● Hide Slide: Hides a selected slide from the show without deleting it. Useful if you want to
temporarily exclude a slide.
● Rehearse Timings: Allows you to rehearse the timing for each slide, which is helpful for
automated slide transitions.
3. Monitors
● Use Presenter View: This feature is used when you have more than one monitor (e.g., for
projecting the slides while seeing the presenter’s notes on your laptop). It allows you to view
speaker notes, upcoming slides, and a timer.
● Show Presenter View: If enabled, this shows a detailed view of your notes, current slide, and
next slide on one screen while showing the full presentation on the other monitor.
● Detect Displays: Detects the number of monitors connected to your computer for multi-monitor
presentations.
4. Slide Show Controls
● Previous/Next: Allows you to navigate between slides during the presentation.

● Black/Unblack Slide Show: Makes the screen go black, useful for pausing the presentation
temporarily without leaving the slide show.
● End Show: Ends the presentation and returns to the editing view.
5. Show
● Play Narration: Turns on or off the audio narration set for the slide show.

● Play Animations: Controls whether the animations for objects and text in the slides should be
played during the presentation.
 ● Show With Narration: Plays both the animations and the audio narration when presenting.
6. Zoom In/Out
● Allows zooming in on the slide area during the presentation, helping to emphasize certain areas
of a slide.

ADDING NEW SLIDES:

Step 1 − Right-click in the Navigation Pane under any existing slide and click on the New
Slide option.

Step 2 − The new slide is inserted. You can now change the layout of this slide to
suit your design requirements.
Step 3 − To change the slide layout, right-click on the newly inserted slide and go
to the Layout option where you can choose from the existing layout styles available to you.
You can follow the same steps to insert a new slide in between existing slides or at the end on the slide
list.
When we insert a new slide, it inherits the layout of its previous slide with one exception. If you are
inserting a new slide after the first slide (Title slide), the subsequent slide will have the Title and
Content layout.
You will also notice that if you right-click in the first step without selecting any slide the menu options
you get are different, although you can insert a new slide from this menu too.
DELETING SLIDES:

Right-click on the slide to be deleted and select the Delete Slide option.
TEMPLATES:
n Microsoft PowerPoint, templates are pre-designed slide layouts and themes that help users create
presentations quickly and professionally without needing to design slides from scratch. Templates can
include background designs, color schemes, fonts, and placeholders for text and images. Using
templates can save time and provide a consistent look and feel to your presentation.

PowerPoint Templates:

A PowerPoint template typically includes:

● Slide layouts: Predefined arrangements of content such as titles, text, images, and charts.
● Theme: A combination of colors, fonts, effects, and backgrounds that provide a cohesive look to
the entire presentation.
● Placeholders: Preformatted spaces for inserting content (text, images, charts, etc.).

● Master Slides: These are special slides that define the overall design for multiple slides,
controlling background, layout, and styles across the presentation.
Types of Templates in PowerPoint

1. Built-in Templates
o PowerPoint comes with a variety of built-in templates that cover various styles, topics,
and industries. These can be accessed directly from the "File" > "New" menu.
2. Custom Templates
o Custom templates can be created and saved for repeated use. You can design a
presentation with a specific layout and formatting and then save it as a template file
(.potx or .potm for presentations with macros).
3. Online Templates
o PowerPoint also allows you to download templates from the Microsoft Office website or
other online sources. These templates are often tailored to specific business, educational,
or creative uses.
Working with Templates
Creating a New Presentation with a Template
1. Open PowerPoint.
2. Go to File > New.
3. Browse through the available templates, either from Recent, Featured, or by searching for
specific types.
4. Select a template that fits your needs, and click Create to open a new presentation based on that
template.
Using Custom Templates
1. To create your own template, start by designing your presentation with the desired layouts,
colors, fonts, and elements.
2. After designing, go to File > Save As.
3. In the Save as Type dropdown, choose PowerPoint Template (*.potx).
4. Name your file and click Save. This saves the file as a template that can be reused.
Applying a Template to an Existing Presentation
1. Open the existing presentation.
2. Go to Design tab on the Ribbon.
3. In the Themes group, you can choose a new template by clicking on a theme or browsing for a
saved template by clicking Browse for Themes.
4. The new template will be applied to your existing presentation.
Template Customization
PowerPoint allows you to modify the template's theme:
● Colors: Change color schemes by selecting Design > Colors to choose or create a custom color
palette.
● Fonts: Adjust font settings using Design > Fonts to select or customize font combinations.

● Effects: Customize visual effects for shapes, text, and other elements in the Design > Effects
section.
● Background Styles: Modify slide backgrounds using the Design tab's Background Styles to
choose from solid colors, gradients, or images.
Master Slides and Layouts
Templates can contain multiple Master Slides, which control the layout of different types of slides,
such as title slides, content slides, and conclusion slides.
● Slide Master: Found under View > Slide Master, this is the central place to make changes to the
design and layout of the entire presentation.
● Layout Master: Customize individual slide layouts by editing them in the Slide Master view.

1. Title Slides: These layouts are used for slides that introduce a presentation or a section. They
generally contain placeholders for the title of the presentation and possibly a subtitle.
2. Content Slides: These layouts are used to display the main content of the presentation, such
as text, images, charts, or tables.
3. Text Slides: These layouts are designed specifically for text-heavy slides, typically used for
lists or bullet points.
4. Media and Visual Slides: These layouts are designed for slides that emphasize visual content
like images, videos, or diagrams.
To change or create custom layouts:
1. Go to View > Slide Master.
2. Select the slide master or layout you wish to modify.
3. Make your desired changes (e.g., move placeholders, change fonts, etc.).
4. Exit the Slide Master view to return to your presentation.
Saving and Sharing Templates
● After creating or modifying a template, save it for future use by going to File > Save As and
selecting PowerPoint Template. The file will have a .potx (for standard templates) or .potm (for
templates with macros) extension.
● You can also share your templates with others by distributing the .potx file. Users can apply it to
new presentations.

SLIDE TRANSITIONS:

PowerPoint supports slide transition feature which allows you to specify how should the slides
transition during the slide show.
Given below are the steps to add and preview slide transitions.
Step 1 − Select the slide to which you want to apply the transition.

Step 2 − Go to the Transition Scheme under the Transitions ribbon.

Step 3 − Select one of the transition schemes from the list available. PowerPoint
will instantly show you a preview of the scheme. If you are not satisfied, you can
pick an alternate scheme. The last selected scheme will apply to the slide.
Step 4 − You can change the effects on the selected transition scheme from
the Effect Options menu. Every scheme has a unique set of effect options.
Step 5 − You can also modify the transition timing settings from the Timing section.

Step 6 − To preview the slide transition, click on Preview.

SLIDE ANIMATIONS:

PowerPoint offers animation support which can be used effectively to add some motion in a
monotonous presentation and make it more interesting. Animation can be applied to any object on the
slide and the motions can the automated, timed or trigger.

The following steps will help you add and preview animations in the slide.

Step 1 − Go to the Animation ribbon and click on the Animation Pane to display the animation
sidebar.
Step 2 − Select one of the objects in the slide and click on the Add Animation menu
option.
Step 3 − Choose from one of the Animation options.
● Entrance will cause the object to appear in the screen.
● Emphasis will cause the object to emphasis without appearing or leaving the screen.
● Exit will cause the object to disappear from the screen.
Step 4 − Once you add the animation for an object, it will show up in the Animation
pane.

Step 5 − By default, all the animations are initiated by a click, but you can change
this. To change the trigger, right-click on the animation object on the pane and
choose an alternate trigger.
 ● Start On Click will cause the animation to start when you click the mouse.
● Start With Previous will cause the animation to begin with the previous animation; if this is the
first object, it will begin as soon as you reach the slide during the slide show.
● Start After Previous will cause the animation to begin after the previous animation ends.

Step 6 − From the timing section, you can also manipulate the animation timings.

Step 7 − To preview the animation settings, just click Play on the animation pane.
Built-In Presentations in PowerPoint:

Built-in presentations refer to templates and pre-designed slides that PowerPoint provides as starting
points for creating presentations. These templates offer various themes, slide layouts, and designs,
making it easy for users to create professional-looking presentations without starting from scratch.

How to Use Built-In Templates:

1. Open PowerPoint and go to the File tab.

2. Click New, and you will be presented with a gallery of built-in templates and themes.
3. Browse through the available options or use the search bar to find templates based on the topic
(e.g., "business," "education").
4. Select the template that suits your needs, and it will open with pre-designed slides and layouts.
5. Customize the content of the slides as needed.
CUSTOMISED PRESENTATION:

A customized presentation in PowerPoint refers to a presentation created from scratch or tailored to

meet specific needs, content, and branding. It involves adjusting slide layouts, themes, fonts, colors, and
multimedia to make the presentation unique. Key elements of a customized presentation include:

1. Custom Layouts: Design and modify slide layouts to fit your content.

2. Personalized Themes: Create custom color schemes, fonts, and effects.

3. Interactive Features: Add hyperlinks, action buttons, and interactive elements.

4. Custom Animations: Control object animations and slide transitions.

5. Branding: Include company logos, graphics, and specific visual styles.

Introduction to MS EXCEL:

A Spreadsheet is a computer application that simulates a paper worksheet. It displays multiple

cells that together make up a grid consisting of rows and columns, each cell containing either
alphanumeric text or numeric values. A spreadsheet cell may alternatively contain a formula that
defines how the contents of that cell is to be calculated from the contents of any other cell (or
combination of cells) each time any cell is updated. Spreadsheets are frequently used for
financial information, because of their ability to re-calculate the entire sheet automatically, after
a change to a single cell is made.
Microsoft Excel consists of a proprietary spreadsheet application written and distributed by
Microsoft. Excel 2010 needs Windows Vista or Windows 7 as operating system to run on an
IBM PC. However, it can also be used with Windows XP operating system, if service pack 3 is
installed.
MS-Excel features calculation, graphing tools, pivot tables and, a macro programming language
called VBA(Visual Basic for Applications). A typical blank Microsoft Excel 2010 spreadsheet is
shown in the Figure.
Excel also allows multiple sheets, so a spreadsheet could be split over several pages, say one for input,
one page for calculations, and another for output. This collection of pages is known as a Workbook. By
default, a workbook opens with three worksheets and it can contain a maximum of 255 worksheets.
Spreadsheet:
 Row number
Identifies a horizontal row in the worksheet. It appears on the left border of the worksheet.

Column letter
Identifies a vertical column in the worksheet. It appears on the top border of the worksheet. Columns are
lettered A-Z, then AA-AZ, then BA-BZ, and so on to 16,384th column.

Active Cell
In an Excel 2010 worksheet, the active cell can be identified with the black outline. Data is always entered into
the active cell.

Formula Bar
Located above the worksheet, this area displays the constant value or formula used in the active cell. It
can also be used for entering or editing data and formulas.

Name Box
Located at the left of the formula bar, the Name Box displays the cell reference or the name of the active
cell.

Sheet Tab
Displays the names of the worksheets. Switching between worksheets is done by clicking on the sheet tab at
the bottom of the screen.

Quick Access Toolbar

This customizable tool bar allows user to add frequently used commands. Click on the down arrow at the
end of the toolbar to display the toolbar’s options.
Ribbon
The Ribbon is the strip of buttons and icons located above the work area in Excel 2010. In Ribbon,
commands are organized in logical groups, which are collected together under tabs. We can hide the
ribbon by double-clicking the active tab.
In Excel 2010, the ribbon is completely customizable meaning the tabs and groups can be created by the
user as well as the order of the built-in tabs and groups can be renamed or changed. Also, user can add or
remove commands from the tabs.

FEATURES OF MS-EXCEL 2010:

Microsoft Excel 2010 is developed on the GUI concept. It is the most comprehensive
spreadsheet application available in the market. It is not just a tool for calculating, manipulating
and analyzing data, but also a versatile organizational tool for presenting information. The
features of Excel 2010 are listed below:
● Worksheet and Graphics : The worksheet and graphics feature includes extremely
powerful calculating features. Apart from working with numbers and text, it is also possible
to present graphical data using Excel 2010.
● Datalists and Databases : Database functions are another important feature of Excel.
Several useful functions are available for working with data that are listed in a tabular form.
Functions are also available for evaluating values, combining data and soon.
● Data exchange with other applications : Excel takes advantage of the Windows
 environment. The Windows environment especially applies to the DDE (Dynamic Data
Exchange) and OLE (Object Linking and Embedding) concepts within Excel and between
Excel and other Windows application.
● Results-oriented user interface : The new results-oriented user interface makes it easy to
work in Microsoft 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 user choose the right option.
● Optimized memory consumption : Excel 2010 has 64-bit architecture, which enables the
applications to use more physical memory than ever, especially important for those who
need to work with really large data sets. In Excel 2010, investments were made in 64-bit
architecture to optimize the memory consumption while keeping the cell table (and related
operations) as fast as possible.
● Access spreadsheets from virtually anywhere : The Excel 2010 spreadsheets can be
posted online and then accessed, viewed and edited from virtually anywhere from the Web
or from Windows Mobile-based Smartphone.
● Connect and share when working together : Co-authoring through the Excel Web App
makes it possible to edit the same spreadsheet with others simultaneously from different
locations.
APPLICATIONS OF ELECTRONIC SPREADSHEETS:
1. Data Management: Storing, organizing, and sorting large datasets for easy retrieval and
analysis.
2. Data Analysis: Using tools like PivotTables and advanced functions to identify trends and
patterns.
3. Financial Management: Budgeting, expense tracking, and preparing financial statements such
as balance sheets and profit/loss reports.
4. Reporting and Visualization: Creating detailed reports and visualizing data through charts,
graphs, and dashboards.
5. Project Management: Managing tasks, timelines, and resources with tools like Gantt charts.
6. Accounting: Automating calculations for payroll, taxes, and other accounting processes.
7. Inventory Management: Tracking stock levels, reordering schedules, and supply chain
management.
8. Education: Designing grading systems, tracking attendance, and creating lesson plans.
9. Automation: Streamlining workflows using macros and VBA to automate repetitive tasks.10.
10. Customer Relationship Management (CRM): Tracking customer interactions, sales pipelines,
and contact information.

STARTING MS-EXCEL
To start Excel 2010,click the Start Button, All Programs, and Microsoft Office and then select Microsoft
Excel 2010. On starting Excel, a blank workbook is opened. This workbook has three worksheets. By
default, Sheet 1 is selected. Excel 2010 provides options in the ribbon and the user can select the
appropriate options to perform an operation.
When Excel 2010 is loaded, two windows appear that are nested one within the other. The larger
window is called the Application Window, which covers the entire screen. The application window is
used to communicate with the Excel program. The smaller window is called the Document Window and
is used to create and edit Excel worksheets and charts.
Workbook in Excel
A workbook is an Excel file where the data is stored. A workbook consists of many worksheets. A
worksheet is a page in the workbook where data can be entered. The current sheet is always highlighted
in the sheet tab. Sheets belonging to a particular application can be stored in the same workbook. When
the workbook is opened, all the worksheets contained in that workbook are automatically opened. Since
each workbook contains many sheets, the user can organize various types of related information in a
single file. To move from one sheet to another sheet, click the sheet tab.
1.5.2 Creating a New Workbook
Every time the user starts Excel, it automatically loads up a blank workbook.
1. Click the File Tab, and then click New.

2. Under Available Templates, double-click Blank workbook. To create a new workbook based on
an existing workbook
Select New from existing under Available Templates. In the New from Existing Workbook dialog box,
browse to the location that contains the workbook to open. After finding the required workbook, select it
to create a new workbook based on that.
Opening a Workbook
1. Click the File Tab, and then click Open.

2. In the Open dialog box, browse to the location that contains the workbook to open.
3. After finding the required workbook, select it.
4. Click Open.
Saving a Workbook
1. Click the File Tab, and then click Save As. Or
Press Ctrl+S or F12 key on the keyboard.
2. In the Save As dialog box, browse to the location where the workbook is to be saved.
3. Specify the name of the file in the File name box.
4. In the Save as type box, give the type of file.
5. Click Save.

USING SHEETS IN A WORKBOOK

Changing the name of a worksheet
Each sheet is a full spreadsheet. Having a workbook with multiple sheets allows the user to
easily establish relationships from one sheet to another. The name of the sheet may be changed.
Double- click the name of the sheet in the Sheet Tab, and type the new name.
or
1. On the Sheet Tab, right-click on the sheet tab to rename, and then click Rename.
2. Type the new name.
Changing default number of sheets in new workbooks
1. Click the File Tab.
2. Then click Options. The Excel Options dialog box appears with General properties.

3. Enter the number of sheets in Include this many sheets box under the When creating new
workbooks group.
4. Click OK.
Inserting additional worksheets
To insert a new worksheet, do one of the following:
1. To insert a new worksheet at the end of the existing worksheets, click the Insert Worksheet tab
present after the sheet tab.
2. To insert a new worksheet before an existing worksheet, select that worksheet, and then on the
Home Tab, in the Cells group, select Insert Sheet option from Insert drop-down list.
Delete a worksheet
To delete a worksheet, select that worksheet and do one of the following:
1. On the Home Tab, in the Cells group, click the arrow next to Delete, and then click Delete Sheet.
2. Right-click on the sheet in the sheet tab and then click Delete.
To navigate between cells
To move from cell to cell, follow these steps:
1. Hit the Return/Enter key to move down to the row below.
2. Hold down the Shift key, then hit the Return/Enter key to move up to the row above.
3. Hit the Tab key to move over to the column to the right.
4. Hold down the Shift key, then hit the Tab key to move back to the column to the left.
5. Move the cursor to any cell and click there.
6. Use the arrow keys to move up, down, left, or right.
Copying or moving sheet
To copy/move a sheet within the workbook:
1. Select the sheet to be copied or moved.
2. To copy: Press and hold down Ctrl key and drag the sheet tab to its new location.
3. To move: Drag the sheet tab to its new location.
To copy/move a worksheet to another existing workbook:
1. Open both the workbooks.
2. On the View Tab, in the Window group, click Arrange All. The Arrange Windows dialog box
appears.

Opening two workbooks simultaneously

3. Select the desired arrangement. Then click OK.
4. To copy: Press and hold down Ctrl key and drag the sheet tab from one workbook to its new
location in the second workbook.
5. To move: Drag the sheet tab from one workbook to its new location in the second workbook.
To copy/move a worksheet to a new workbook:
1. Select the sheet to be copied or moved. Then right-click and click Move or Copy. This will open
the Move or Copy dialog box.
1. Select the sheet to be copied or moved. Then right-click and click Move or Copy. This will
open the Move or Copy dialog box.

Moving or copying a worksheet

2. In the To book drop-down list, select (new book).
3. To copy: Select the Create a copy check box.
4. To move: Clear the Create a copy check box.
5. Click OK.

ENTERING DATA
There are three kinds of data the user can enter into an Excel worksheet: text (a label), a number (a
value), or a formula.
1.9.1 Entering a Label (Text) or a Value (Number)
1. Click the cell to enter a label or a value.
2. Type a label (text) or a value (number). A label can include uppercase and lowercase letters,
numbers and keyboard symbols.
3 Press the ENTER key on the keyboard or click on another cell with the mouse.

Entering data into the worksheet

Entering Date in different formats
Excel 2010 provides number of DATE functions that can be used to insert date to the worksheet.
1. Click on the cell in which the date is to be entered.
2. On the Formulas Tab, in the Function Library group, click Date & Time.

3. Click TODAY to enter today’s date.

Entering Series-Auto Fill
To fill the same number (or text value) over and over, instead of entering the data several times, the user
can enter the data once, then select the fill handle of the selected cell and drag the mouse. All the cells in
between will be filled with the same original value.
In this example, the number 1 is repeated over several cells.

Auto Fill

EDITING DATA
The cell contents can also be rearranged apart from being changed or edited. Rearranging involves
copying, moving, clearing cells or inserting and deleting rows.When copying or moving data, a copy of
that data is placed in the Clipboard.
Copying and Pasting Cell Contents
To copy a range of cells, follow the steps given below:
1. Select the cell or the range that contains the data to copy.
2. Click the Copy button under the Clipboard group in the Home Tab or press Ctrl+C keys together.
An outline of the selected cells, called a marquee, shows the boundary of the selected cells.
3. Click the first cell where the user wants to paste the data.
4. Click the Paste button under the Clipboard group in the Home Tab or press Ctrl+V keys together.
Moving Cell Contents
To move a selection rather than copy it, the user should use the Cut button or press Ctrl+X keys together
rather than the Copy button or Ctrl+C keys in step 2.
Moving Cell Contents Using Mouse
1. Select the cell or the range that contains the data to move.
2. Move the mouse cursor to one of the thick black outside lines surrounding the selection. The
cursor will change from a white plus sign to a black arrow.
3. Click and hold the mouse button down and drag the selected range of data to where the user
wants to relocate it.
4. Release the mouse button.
To copy a selection rather than moving it, the user should press the Ctrl key while doing step 3. When
the mouse button is clicked, the cursor will change from a black arrow to an arrow with a + (plus) sign.
To move or copy data to a different sheet, press Alt key (with Ctrl key if data is to be copied) while
dragging the selection to the destination sheet’s tab. Excel switches to that sheet, where the selection can
be dropped in the appropriate location.
In-cell Editing
1. Double-click the cell to edit. The insertion point appears within the cell.
2. To make corrections: Use the mouse pointer or the arrow keys, Home, and End keys to position
the insertion point where required. The Backspace and Delete keys can also be used to erase unwanted
characters.
3. Press Enter to accept the edit, or press Esc to cancel it.
Inserting Cells, Rows or Columns Inserting Cells
1. Select a cell or a range of cells where the user wants to insert new cells.
2. On the Home tab, in the Cells group, click the arrow next to Insert, and then select Insert Cells.
The Insert dialog box will appear.

Inserting cells
3. To insert cells, select the direction in which the user wants the remaining cells to move.
4. Click OK.

Inserting Rows or Columns

1. Select a cell or a range of cells in the rows or columns where the user wants to insert new rows
or columns.
2. Select Insert Sheet Rows from Insert drop-down list of the Cells group of the Home Tab to insert
rows.
3 Select Insert Sheet Columns from Insert drop-down list of the Cells group of the Home Tab
to insert columns.
Deleting Cells, Rows or Columns
1. Select the cell or range of cells, rows, or columns that the user wants to delete.
2. On the Home tab, in the Cells group, click the arrow next to Delete and then do one of the
following:
• To delete selected cells, click Delete Cells. The Delete dialog box will appear.

Deleting cells

To delete cells, select the direction in which the user wants the remaining cells to move. Click OK.
• To delete selected rows, click Delete Sheet Rows.
• To delete selected columns, click Delete Sheet Columns.
Formatting Data in Excel
Formatting data in Excel enhances the presentation and readability of your worksheet. You can change
the appearance of your data using various options available in the Home tab.
Steps for Formatting Data:
1. Select Cells or Ranges:
o Click and drag to select a range of cells or click on a single cell that you want to format.
2. Change Font Style, Size, or Color:
o In the Home tab, under the Font group, you can:

▪ Font Style: Change the font type (e.g., Arial, Times New Roman) by selecting
from the font drop-down.

▪ Font Size: Adjust the size of the text.

▪ Font Color: Change the text color by selecting from the font color palette.

3. Adjust Cell Alignment and Text Wrapping:

o Text Alignment: Use the alignment buttons (left, center, right) to adjust the horizontal
alignment. Vertical alignment options (top, middle, bottom) are available too.
 o Text Wrapping: To wrap text within a cell, click the Wrap Text button, which allows
text to display on multiple lines within a single cell if it’s too long to fit in one line.
4. Apply Borders and Shading:
o Borders: Add borders around selected cells using the Borders drop-down in the Font
group. Choose from options like all borders, thick borders, or a specific side border.
o Shading: Use the Fill Color tool to change the background color of the selected cells.
5. Apply Number Formatting:
o In the Number group of the Home tab, you can apply different number formats:

▪ Currency: Displays numbers with currency symbols (e.g., $100).

▪ Percentage: Converts numbers into percentages (e.g., 50%).

▪ Date: Formats numbers as dates (e.g., 01/01/2025).

▪ General: Displays numbers as entered, without special formatting.

Example:

● To format a range of sales data:

1. Select the data range.

2. Change the font style to Arial, size 12.
3. Apply bold for the header row.
4. Set number formatting to Currency for sales figures.
5. Align text to the center and apply borders around the range to distinguish it clearly.
By formatting your data, you make your Excel sheet more visually appealing and easier to interpret.

SAVING A FILE IN PDF FORMAT

Files created in MS-Excel can also be saved in Portable Document Format (PDF), which is a common
format for sharing documents. PDF is a fixed-Layout electronic file format that preserves document
formatting and enables file sharing. The PDF format ensures that when the file is viewed online or
printed, it retains exactly the format that is intended, and that data in the file cannot easily be changed.
The PDF format is also useful for documents that will be reproduced by using commercial printing
methods. To view a PDF file, the PDF reader must be installed on the computer. The file saved as PDF,
cannot be directly changed. The changes have to be made to the source file of Excel and saved again in
CLOSING A WORKBOOK
Click the File Tab, and then select Close. Do not click Exit unless, of course, the user wants to close, not
just the workbook but Excel too. The user can also close the workbook by clicking the bottom“X” in the
upper right corner of the screen. Please be aware that if the “X” icon on top is clicked, it will close
Excel.
CELL REFERENCING
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 formulae.
Cell and Range References
A reference identifies a cell or a range of cells on a worksheet and tells Microsoft Excel where to look
for the values or data the user wants to use in a formula. The user can also refer to cells on other sheets
in: the same workbook, or other workbooks. References to cells in other workbooks are called links.
Relative Cell References
This is the most widely used type of cell reference in formulas. Relative cell references are basic cell
references that adjust and change when copied or when using AutoFill. (See Fig. 2.1.1)

Cell Referencing
In the above figure, cells A5 to A7contain relative references, whereas cells B5 to B7contain absolute
references. The formula was entered in cells A5 and B5, and the AutoFill feature was used to fill all the
other cells.
Absolute Cell References
When a formula or function is copied or moved to another location, any cell references in the formula or
function get adjusted as well. However, there are some situations where a cell reference inside a formula
must ALWAYS refer to the same cell. Here’s an example:
 Cell Referencing
Watch what happens when the formula in cell B4 (=B3*F2) is copied and pasted into cells C4 and D4.

Requirement of Absolute Cell References

If user uses ABSOLUTE CELL REFERENCES for cell F2 in the original formula, this will lock the
reference in place. Then, when the formula is copied to columns C & D, the taxes will be correctly
calculated.
To fix the formula in cell B4:

● Click in the formula bar on the F2 reference in the formula.

● Press the F4 key, until the correct combination of dollar signs, i.e. $F$2 appears. The dollar signs
lock the references in place. (One $ for the column, one for the row)

Mixed Cell References

To create a mixed reference, make part of a cell address absolute and part relative, by locking in either
the column or the row. Use mixed references to copy a formula down and across and to have a reference
change relatively in one direction but not in the other. For example, E$5 will remain E$5 when copied
down because the row reference is absolute, but it can change to F$5, G$5, and so on when copied
across because the column reference is relative.
FORMULAE
When using a formula in the spreadsheet, (a cell containing a formula that references other cells), the
result will automatically change as other cell values referenced in the formula change. This feature is
very valuable when editing or adding information to the worksheet. The user does not have to remember
to update other cells that rely on that cell’s information.
A formula always begins with an equal sign (=) followed by some combination of numbers, text, cell
references, and operators. If a formula is entered incorrectly, an ERROR IN FORMULA message will
appear.
Formula Operators
Operators are used in formulas to execute operations on the values taken by formulas. The four
categories of operators are:
Arithmetic operators (+,-,*,/,%,^) are used in conjunction with numbers to create mathematical
formulas. “-“ operator can also be used for negation of a number, e.g. “=-5+2” will give result -3. “%”
operator is Percentage operator, e.g. “=6%” will give result 0.06.
Text concatenation operator (&) is used for joining text within quotation marks or text contained in
referenced cells. E.g. If cell A10 contains the text “Excel”, then =”MS “&A10 will give result “MS
Excel”.

Comparison operators (=,<,<=,>,>=,<>) are used to compare two values. E.g. “=10<>15” will give
result TRUE as 10 and 15 are not equal.
Reference operators (colon(:), comma(,), space( )) make no changes to constants or cell contents.
“:” is used to specify a range, e.g. “A1:A3” refers to the cells A1, A2 and A3, “B:B” refers to all cells in
column B.
“,” is the Union operator, e.g. “SUM(A7:A11, B11)” will give the sum of the cells A7, A8, A9, A10,
A11 and B11.
“ “ is the Intersection operator, e.g. “SUM(A9:A11 A7:A10)” will give the sum of the cells common
to both the ranges, i.e. sum of cells A9 and A10.
How to Enter Formulae
A formula can also contain any or all of the following: functions, references, operators and constants.
e.g. = PI() * A2 ^ 2
Parts of a formula
1. Functions: The PI( ) function returns the value of pi: 3.142...
2. References: A2 returns the value in cell A2.
3. Constants: Numbers or text values entered directly into a formula, such as 2.
4. Operators: The ^ (caret) operator raises a number to a power, and the * (asterisk) operator
multiplies two numbers.
Example:
1. Click a cell to enter a formula.
2. Type = (equal sign) to begin the formula.
3. Type the first argument. Remember, an argument can be a number or a cell reference. The user
can type in the number or if referencing a cell, type the cell reference or click on the cell to have the cell
reference automatically included in the formula. The user can also type a defined name.
4. Type an arithmetic operator.
5. Enter the next argument.
6. Steps 4 and 5 can be repeated as many times as needed to add to the formula.
7. Last, tap the ENTER key. The result of the formula appears in the cell while the formula itself
appears in the Formula Bar.
To edit a formula,
1. Double-click the cell containing the formula. This will show the formula in the cell instead of the
result.
2. Click the = sign in the Formula Bar.

Complex Formulas
Complex formulas involve more than one operation. For example, user might have separate columns for
hours worked in the first week of the pay period and hours worked in the second, the user wants to add
the hours together before multiplying by the pay rate: =Hours Week 1 +Hours Week 2 * pay rate. When
the user has more than one operation in a formula, the user needs to know about the order of operations.
A short set of rules about how formulas are calculated is:

1. The formulas are evaluated according to the following precedence order (highest to lowest):

Operator Precedence
2. If the operators are of same precedence, they are always evaluated from left to right: 15/3+2 is 7,
never 3.
3. Any operation in parentheses is calculated first. To add parentheses to an existing formula, select
the cell containing the formula and click in Formula Bar. Type parentheses around the expressions in the
formula, but not around the initial = sign.
By default, the above example formula will be calculated in the following manner. First, Hours Week 2
will be multiplied with pay rate. Then, Hours Week 1 will be added to the gross pay for the second
week. To correct this, the formula should be written as: =(Hours Week 1 + Hours Week 2) * pay rate.
USING FUNCTIONS
Excel includes hundreds of functions that can be used to calculate results used in statistics, finance,
engineering, mathematics, and other fields.
Functions are structured programs that calculate a specific result: a total, an average, the amount of a
monthly loan payment, or the geometric mean of a group of numbers. Each function has a specific order
or syntax that must be used for the function to work properly.
Functions are formulas, so all functions begin with the equal sign (=). After that is the function name,
followed by one or more arguments separated by commas and enclosed in parentheses.
Example: =SUM (D6:D11)

Excel’s functions are grouped into 10 categories.

Category Examples
Financial Calculates interest rates, loan payments, depreciation
amounts,etc.
Date and Time Returns the current hour, day of week or year, time, or date.
Maths and Calculates absolute values, cosines, logarithms, etc.
Trignometrical
Statistical Calculates total, average, high and low numbers in a range;
standard deviation etc.
Lookup and reference Searches for and returns values from a range; creates hyperlinks
to network or Internet documents.
Database Calculates average, maximum, minimum etc. in an Excel
database table.
Text Converts text to upper or lower case, trims characters from the
right or left end of a text string, concatenates text strings.
Logical Evaluates an expression, and returns a value of TRUE or FALSE;
used to trigger other actions or formatting.
Information Returns information from Excel or Windows about the current
status of a cell, object, or the environment.
Engineering Included with MS-Office, but must be installed separately from
the Analysis Toolpak.
Cube Returns a member or tuple from an OLAP cube, calculates the
number of items in a set etc.
Compatibility Contains the original statistical functions which existed in
earlier versions of Excel, since some of the earlier statistical
functions have been renamed in Excel 2010.

Excel Functions
Entering Functions
As soon as the user types “=” into the cell, Excel shows the most recently used function in the Name
Box. But if the user clicks on the down arrow to the right of the Name Box, the user gets a list of other
recently used functions, including an option to see “More Functions”.
 Recently used functions displayed in Name Box

If the function required is on the list, select it, and Excel will move the function to the Formula Bar. The
Function Arguments dialog box (shown in Fig. 2.4.2) will appear which will include a description of the
function and one or more text boxes for the function’s arguments. For common functions that use a
single range of cells as an argument, Excel will guess which numbers the user might want to sum or
average and place the range in the argument text box. Required arguments are bold, like Number. These
text boxes must be filled in successfully, to use the function. Alternatively, the user can specify cell
references by clicking the cells or selecting the range with the mouse. After that, click OK to use the
function.

Function Arguments dialog box

As with any formula, the results of the function are displayed in the active cell. The function itself is
displayed in the Formula Bar when the cell is active.
If the function needed is not listed in the Name box list, choose More Functions at the bottom of the list
to open the Insert Function dialog box.

Inserting a function
Alternatively, the user can also select a function by clicking on any of the icons in the Function Library
group of the Formulas Tab.
Organizing and Analysing Data in Excel:
Organizing and analyzing data in Excel involves using several powerful tools to manage and interpret
large datasets efficiently.
The Sort & Filter options allow users to arrange data in a specific order (ascending or descending) or
view only relevant data based on selected criteria. Sorting makes it easy to prioritize or rank
information, while filtering helps focus on specific subsets of data, making it easier to analyze particular
trends or conditions.
Conditional Formatting is another valuable feature, enabling users to highlight cells based on certain
conditions, such as values greater than a specific number, or to apply color scales and data bars that
visually represent trends in the data. This helps in quickly identifying outliers or significant patterns.
Additionally, PivotTables provide a powerful way to summarize and analyze large datasets by grouping
data and calculating aggregates such as sums, averages, and counts. PivotTables allow users to rearrange
data dynamically and explore different perspectives without modifying the original dataset, making
them indispensable for in-depth data analysis and reporting. These tools combined make Excel a robust
platform for organizing, analyzing, and extracting insights from data.
1. Sorting and Filtering Data
Sorting Data:
Sorting helps you arrange your data in a specific order, either ascending (small to large) or descending
(large to small).
Steps to Sort Data:
1. Select the data range you want to sort (including headers).
2. Go to the Data tab in the Ribbon.
3. In the Sort & Filter group, click on Sort.
4. A dialog box will appear where you can choose to sort by one or more columns.
o Select the column you want to sort by.
o Choose the sorting order (Ascending or Descending).
5. Click OK, and your data will be sorted accordingly.
Filtering Data:
Filtering allows you to view specific subsets of data based on criteria, making it easier to analyze only
relevant information.
Steps to Filter Data:
1. Select your data range (including headers).
2. Go to the Data tab.
3. Click on Filter in the Sort & Filter group.
 4. Drop-down arrows will appear in the header cells. Click the arrow on the column you want to
filter.
5. Choose filter options, such as selecting specific values, applying text filters, or date filters.
6. Excel will display only the data that meets the selected criteria.

2. Conditional Formatting
Conditional formatting highlights cells that meet specific criteria, making it easier to identify trends,
outliers, or important data points.
Steps for Conditional Formatting:
1. Select the range of cells you want to apply conditional formatting to.
2. Go to the Home tab and click on Conditional Formatting in the Styles group.
3. Choose the type of formatting you want:
o Highlight Cell Rules: For highlighting cells with specific values, such as "greater than"
or "equal to."
o Top/Bottom Rules: To highlight top 10 items or bottom 10%.
o Data Bars, Color Scales, Icon Sets: Visual representations of values within cells, such
as a gradient color scale.
4. Select the condition (e.g., "greater than 100" to highlight values above 100).
5. Choose a formatting style (e.g., font color or background color) and click OK.
Example: If you have a sales report and want to highlight cells with sales greater than $1000, you can
use Highlight Cell Rules > Greater Than to apply a color to those cells.

3. PivotTables
PivotTables are powerful tools for summarizing and analyzing large datasets quickly and efficiently.
They allow you to aggregate and rearrange data to reveal insights.
Steps to Create a PivotTable:
1. Select the data range you want to analyze (make sure the data includes headers).
2. Go to the Insert tab and click on PivotTable in the Tables group.
3. In the Create PivotTable dialog box:
o Choose the data range (Excel will automatically select it if you have already highlighted
it).
o Decide whether you want the PivotTable in a new worksheet or in the existing one.
4. Click OK, and the PivotTable Field List will appear on the right side of the screen.
5. Drag and drop fields into the Rows, Columns, Values, and Filters areas:
 o Rows: Categories you want to break down by (e.g., Product Name).
o Columns: The data that will be grouped across the top (e.g., Months).
o Values: The data you want to aggregate (e.g., total sales).
o Filters: Criteria to filter the data by (e.g., specific regions).
6. Excel will automatically summarize and arrange the data based on your selections.
Example: If you have a sales report with columns for date, product, and sales amount, you can use a
PivotTable to summarize total sales by product and month.

Excel Functions:
Functions in Microsoft Excel are predefined formulas that perform specific calculations or operations on
data. They simplify complex tasks, allowing users to process data more efficiently without writing
formulas manually. Excel functions are categorized based on their purpose, such as mathematical,
logical, text, financial, statistical, lookup, and more.
For example, the SUM () function adds values in a range, IF () evaluates conditions and returns
different outcomes, and VLOOKUP () searches for data in a table. Functions can be combined (nested)
to solve more complex problems, making Excel a powerful tool for data analysis, automation, and
decision-making in various fields.

1. Mathematical & Trigonometric Functions

Used for performing mathematical operations like addition, multiplication, rounding, and trigonometry.
SUM (Adds Numbers)

● Formula: =SUM(number1, number2, …)

● Example: =SUM(A1:A5) adds values in range A1 to A5.

PRODUCT (Multiplies Numbers)

● Formula: =PRODUCT(number1, number2, …)

● Example: =PRODUCT(2, 3, 4) returns 24.

ROUND (Rounds a Number)

● Formula: =ROUND(number, num_digits)

● Example: =ROUND(12.3456, 2) returns 12.35.

ABS (Absolute Value)

● Formula: =ABS(number)
 ● Example: =ABS(-10) returns 10.

MOD (Remainder of Division)

● Formula: =MOD(number, divisor)

● Example: =MOD(10, 3) returns 1.

SQRT (Square Root)

● Formula: =SQRT(number)

● Example: =SQRT(25) returns 5.

POWER (Exponentiation)

● Formula: =POWER(base, exponent)

● Example: =POWER(2,3) returns 8.

INT (Rounds Down to Integer)

● Formula: =INT(number)

● Example: =INT(4.8) returns 4.

Trigonometric Functions

● Formula: =SIN(angle), =COS(angle), =TAN(angle)

● Example: =SIN(30*PI()/180) returns 0.5.

2. Statistical Functions
Used for statistical analysis like averages, counting, and ranking.
AVERAGE (Mean)

● Formula: =AVERAGE(range)

● Example: =AVERAGE(A1:A5) returns the average.

MEDIAN (Middle Value)

● Formula: =MEDIAN(range)

● Example: =MEDIAN(1,3,5,7,9) returns 5.

COUNT (Counts Numbers)

 ● Formula: =COUNT(range)

● Example: =COUNT(A1:A10) counts numeric cells.

COUNTA (Counts Non-Empty Cells)

● Formula: =COUNTA(range)

● Example: =COUNTA(A1:A10) counts all non-empty cells.

MAX (Largest Number)

● Formula: =MAX(range)

● Example: =MAX(A1:A10) returns highest value.

MIN (Smallest Number)

● Formula: =MIN(range)

● Example: =MIN(A1:A10) returns smallest value.

RANK (Rank of a Value)

● Formula: =RANK(number, range, [order])

● Example: =RANK(85, A1:A10, 0) ranks 85 in the dataset.

3. Logical Functions
Used for decision-making based on conditions.
IF (Conditional Statement)

● Formula: =IF(condition, value_if_true, value_if_false)

● Example: =IF(A1>50, "Pass", "Fail") returns "Pass" or "Fail".

AND (Checks Multiple Conditions)

● Formula: =AND(condition1, condition2, …)

● Example: =AND(A1>10, B1<20) returns TRUE or FALSE.

OR (At Least One Condition True)

● Formula: =OR(condition1, condition2, …)

● Example: =OR(A1>50, B1>30) returns TRUE or FALSE.

NOT (Reverses Condition)

● Formula: =NOT(condition)

● Example: =NOT(A1>50) returns opposite result.

4. Lookup & Reference Functions

Used for finding and referencing data in tables.
VLOOKUP (Vertical Lookup)

● Formula: =VLOOKUP(value, table, col, [exact_match])

● Example: =VLOOKUP(102, A1:B3, 2, FALSE)

HLOOKUP (Horizontal Lookup)

● Formula: =HLOOKUP(value, table, row, [exact_match])

● Example: =HLOOKUP(102, A1:C2, 2, FALSE)

INDEX (Returns Value at Position)

● Formula: =INDEX(array, row, column)

● Example: =INDEX(A1:B3, 2, 2)

MATCH (Finds Position)

● Formula: =MATCH(value, array, [match_type])

● Example: =MATCH(102, A1:A3, 0)

CHOOSE (Selects a Value)

● Formula: =CHOOSE(index, value1, value2, …)

● Example: =CHOOSE(2, "Apple", "Banana", "Mango")

OFFSET (Returns a Range)

● Formula: =OFFSET(reference, rows, cols, [height], [width])

● Example: =OFFSET(A1, 2, 1)
5. Text Functions
Used for manipulating text strings.
CONCATENATE / CONCAT (Joins Text)

● Formula: =CONCATENATE(text1, text2, …)

● Example: =CONCATENATE("Hello ", "World") returns "Hello World".

LEFT (Extracts Left Characters)

● Formula: =LEFT(text, num_chars)

● Example: =LEFT("Excel", 2) returns "Ex".

RIGHT (Extracts Right Characters)

● Formula: =RIGHT(text, num_chars)

● Example: =RIGHT("Excel", 2) returns "el".

MID (Extracts Middle Text)

● Formula: =MID(text, start_num, num_chars)

● Example: =MID("Excel", 2, 3) returns "xce".

LEN (Text Length)

● Formula: =LEN(text)

● Example: =LEN("Excel") returns 5.

FIND (Finds Position of a Character)

● Formula: =FIND(substring, text, [start_num])

● Example: =FIND("c", "Excel") returns 3.

SUBSTITUTE (Replace Text)

● Formula: =SUBSTITUTE(text, old_text, new_text)

● Example: =SUBSTITUTE("Hello World", "World", "Excel") returns "Hello Excel".

6. Date & Time Functions

Used to manipulate dates and time values.
TODAY (Returns Current Date)

● Formula: =TODAY()

● Example: =TODAY() returns current date.

NOW (Returns Current Date & Time)

● Formula: =NOW()

● Example: =NOW() returns current date & time.

YEAR (Extracts Year)

● Formula: =YEAR(date)

● Example: =YEAR("12/02/2025") returns 2025.

MONTH (Extracts Month)

● Formula: =MONTH(date)

● Example: =MONTH("12/02/2025") returns 2 (February).

DAY (Extracts Day)

● Formula: =DAY(date)

● Example: =DAY("12/02/2025") returns 12.

HOUR (Extracts Hour)

● Formula: =HOUR(time)

● Example: =HOUR("14:30") returns 14.

MINUTE (Extracts Minute)

● Formula: =MINUTE(time)

● Example: =MINUTE("14:30") returns 30.

SECOND (Extracts Second)

● Formula: =SECOND(time)

● Example: =SECOND("14:30:15") returns 15.

DATE (Creates a Date)

● Formula: =DATE(year, month, day)

● Example: =DATE(2025,2,12) returns 12-Feb-2025.

TIME (Creates a Time)

● Formula: =TIME(hour, minute, second)

● Example: =TIME(14,30,0) returns 2:30 PM.

7. Financial Functions
Used for financial calculations like interest and loan payments.
PMT (Loan Payment Calculation)

● Formula: =PMT(rate, nper, pv)

● Example: =PMT(5%/12, 60, -10000) calculates monthly payment.

FV (Future Value of an Investment)

● Formula: =FV(rate, nper, pmt, [pv], [type])

● Example: =FV(5%/12, 60, -200, -10000, 0) returns future value.

PV (Present Value of an Investment)

● Formula: =PV(rate, nper, pmt, [fv], [type])

● Example: =PV(5%/12, 60, -200, 5000, 0) returns present value.

RATE (Interest Rate Calculation)

● Formula: =RATE(nper, pmt, pv, [fv], [type])

● Example: =RATE(60, -200, -10000, 0, 0) returns interest rate.

NPER (Number of Payment Periods)

● Formula: =NPER(rate, pmt, pv, [fv], [type])

● Example: =NPER(5%/12, -200, -10000, 0, 0) returns total periods.

8. Engineering Functions
Used for complex engineering calculations.
CONVERT (Unit Conversion)

● Formula: =CONVERT(number, from_unit, to_unit)

● Example: =CONVERT(100, "km", "m") returns 100,000 m.

DEC2BIN (Decimal to Binary)

● Formula: =DEC2BIN(number, [places])

● Example: =DEC2BIN(10) returns "1010".

BIN2DEC (Binary to Decimal)

● Formula: =BIN2DEC(number)

● Example: =BIN2DEC("1010") returns 10.

DEC2HEX (Decimal to Hexadecimal)

● Formula: =DEC2HEX(number, [places])

● Example: =DEC2HEX(255) returns "FF".

HEX2DEC (Hexadecimal to Decimal)

● Formula: =HEX2DEC(number)

● Example: =HEX2DEC("FF") returns 255.

9. Database Functions
Used for database-style calculations.
DCOUNT (Counts Numbers in a Database)

● Formula: =DCOUNT(database, field, criteria)

● Example: =DCOUNT(A1:C10, "Sales", E1:E2) counts numeric sales data.

DSUM (Adds Values in a Database)

● Formula: =DSUM(database, field, criteria)

● Example: =DSUM(A1:C10, "Sales", E1:E2) sums sales.

DAVERAGE (Averages Values in a Database)

● Formula: =DAVERAGE(database, field, criteria)

● Example: =DAVERAGE(A1:C10, "Sales", E1:E2) averages sales.

10. Information Functions

Used to return information about a cell.
ISNUMBER (Checks if a Value is a Number)

● Formula: =ISNUMBER(value)

● Example: =ISNUMBER(A1) returns TRUE or FALSE.

ISTEXT (Checks if a Value is Text)

● Formula: =ISTEXT(value)

● Example: =ISTEXT(A1) returns TRUE if it's text.

ISBLANK (Checks if a Cell is Empty)

● Formula: =ISBLANK(value)

● Example: =ISBLANK(A1) returns TRUE if empty.

ERROR.TYPE (Returns Error Type)

● Formula: =ERROR.TYPE(value)

● Example: =ERROR.TYPE(A1) returns error code.

Creating Charts and Visualizations:

To create charts and visualizations in Excel, first highlight the data you want to represent visually. Next,
go to the Insert tab and select a chart type, such as bar, line, or pie, depending on your data. Once the
chart is created, customize it by adding titles, labels, and adjusting formatting to make it clear and
visually appealing.
Charts in Excel:
Charts in Excel are graphical representations of data that help users better understand trends,
comparisons, and relationships. Excel offers various types of charts, including:
1. Column Chart: Displays data in vertical bars.
 2. Bar Chart: Displays data in horizontal bars.
3. Line Chart: Displays trends over time by connecting data points with a line.
4. Pie Chart: Shows proportions of a whole, ideal for representing percentages.
5. Area Chart: Similar to line charts but with shaded areas below the lines.
6. Scatter Chart: Displays data points on an XY axis to show relationships between variables.
7. Doughnut Chart: Similar to a pie chart, but with a hole in the middle, showing parts of a whole.
Steps to Create a Chart in Excel:
1. Prepare Your Data: Ensure that your data is organized in rows and columns, with clear headers
for each category. For example, if you want to create a sales chart, your data might look like this:
Sal
Month
es
Januar 100
y 0
Februa 150
ry 0
120
March
0
2. Select the Data: Highlight the data you want to use for your chart. In the example above, you
would select the range A1:B4 (including the headers).
3. Insert the Chart:
o Go to the Insert tab in the Ribbon.
o In the Charts group, choose the type of chart you want (e.g., Column, Line, Pie, etc.).
o Excel will automatically generate a chart based on the selected data.
4. Customize the Chart:
o Chart Title: Click on the default chart title to edit it, for example, "Sales by Month."
o Legend: You can modify the legend to make it clearer or remove it if needed.
o Axes: Adjust the axis labels, if necessary, for better clarity.
o Design and Format: Use the Chart Tools (Design and Format tabs) to change colors,
styles, and layout options.
5. Finalize and Interpret the Chart:
o Review the chart to ensure it accurately represents the data.
o Interpret the trends and patterns shown by the chart, such as which month had the highest
sales.
Printing Worksheet:

If you want to print a copy of a worksheet with no layout adjustment, use the Quick Print option. There
are two ways in which we can use this option.

● Choose File » Print (which displays the Print pane), and then click the Print button.

● Press Ctrl+P and then click the Print button (or press Enter).

Adjusting Common Page Setup Settings

You can adjust the print settings available in the Page setup dialogue in different ways as discussed
below. Page setup options include Page orientation, Page Size, Page Margins, etc.

● The Print screen in Backstage View, displayed when you choose File » Print.

● The Page Layout tab of the Ribbon.

Choosing Your Printer

To switch to a different printer, choose File » Print and use the drop-down control in the Printer section
to select any other installed printer.
Specifying What You Want to Print
Sometimes you may want to print only a part of the worksheet rather than the entire active area.
Choose File » Print and use the controls in the Settings section to specify what to print.

● Active Sheets − Prints the active sheet or sheets that you selected.

● Entire Workbook − Prints the entire workbook, including chart sheets.

● Selection − Prints only the range that you selected before choosing File » Print.
Email Workbook
MS Excel allows you to email the workbook very easily. To email the workbook to anyone, follow the
below mentioned steps.

● Choose File » Save and Send. It basically saves the document first and then the emails.

● Click on Send using E-mail if your email system is configured. MS Outlook will open with the
file as attachment in the New Email Window. You can send mail this workbook to anyone with
valid email address.