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Acknowledgement
Project Team
Mr Omer Faheem
General Manager Education Technology
Mr Raheel Essa
Deputy Manager Education Technology
EDTECH Department
Regional Computing Curriculum Leaders
Group Head Office: 31 – Industrial Area, Guru Mangat Road,
Gulberg III, Lahore, Pakistan.
Ph: +92 (42) 111 444 123
Fax: +92 (42) 35773065
Website: www.thecityschool.edu.pk
The entire computing curriculum is mapped with the attainment levels of the
UK National Curriculum, ICDL and ISTE Student Standards 2017-2018.
All rights reserved. No part of this publication may be reproduced or transmitted in any part by any
means at any time.
Class 4
Table of Contents
Acknowledgement ________________________________________________________________ 2
Creating a Document ______________________________________________________________ 7
Change the Character Spacing: ______________________________________________________________ 7
Change Line and Paragraph Spacing: _________________________________________________________ 8
Indentation:______________________________________________________________________________ 9
Columns in a Document: ___________________________________________________________________ 11
Tables: _________________________________________________________________________________ 12
Insert Rows and Columns in an Existing Tables: ________________________________________________ 13
Find and Replace Words: __________________________________________________________________ 15
Document Views: ________________________________________________________________________ 18
Zoom In and Zoom Out: ___________________________________________________________________ 19
Let’s Present ____________________________________________________________________ 21
What is PowerPoint: ______________________________________________________________________ 21
Insert a New Slide: _______________________________________________________________________ 21
Apply a Theme on Slide/Presentation: ________________________________________________________ 22
Insert a Picture on Slide: ___________________________________________________________________ 23
Moving and Resizing Pictures/Objects: _______________________________________________________ 24
WordArt: _______________________________________________________________________________ 25
Slide Transitions: _________________________________________________________________________ 26
Animations: _____________________________________________________________________________ 27
Insert Audio File in a Slide: _________________________________________________________________ 28
Associate an Image with Audio File Icon: ______________________________________________________ 29
Insert Video File in a Slide: _________________________________________________________________ 30
Apply Style to Inserted Video: _______________________________________________________________ 30
Hyperlinks:______________________________________________________________________________ 31
Action Buttons: __________________________________________________________________________ 33
Organizing Slides: ________________________________________________________________________ 35
How to Play a Presentation: ________________________________________________________________ 36
Spreadsheet Formatting __________________________________________________________ 37
Apply Autofit Column Width: _______________________________________________________________ 37
Change and Adjust Row Height: _____________________________________________________________ 37
Modify all Rows or Columns: _______________________________________________________________ 38
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Class 4
Insert Rows Within a Dataset: ______________________________________________________________ 38
Insert Columns Within a Dataset: ___________________________________________________________ 39
Wrapping Text and Merging Cells: ___________________________________________________________ 40
Text Alignment: __________________________________________________________________________ 41
Using Simple Formulas: ___________________________________________________________________ 42
Format Decimal Places Within a Cell: ________________________________________________________ 45
Understanding Charts: ____________________________________________________________________ 46
Insert a Chart: ___________________________________________________________________________ 47
Use of “Count” Function: __________________________________________________________________ 48
Use of “Now” Function: ___________________________________________________________________ 49
Use of “LEN” Function: ____________________________________________________________________ 49
Relative Reference: _______________________________________________________________________ 50
Absolute Reference: ______________________________________________________________________ 50
AutoFill Tool: ____________________________________________________________________________ 50
How to Change Page Orientation: ___________________________________________________________ 51
How to Print the Workbook: ________________________________________________________________ 51
Fitting and Scaling: _______________________________________________________________________ 52
Collecting Information – MS Access _________________________________________________ 53
What is a Database: ______________________________________________________________________ 53
Introduction to MS Access: _________________________________________________________________ 53
MS Access User Interface: _________________________________________________________________ 53
The Ribbon: _____________________________________________________________________________ 54
Use of Data Types in Database: _____________________________________________________________ 54
Organize and Create Tables: _______________________________________________________________ 55
Adding Data in Tables: ____________________________________________________________________ 57
Saving a Record: _________________________________________________________________________ 58
Create Forms and Reports Through the Wizard: ________________________________________________ 58
Creating Forms: __________________________________________________________________________ 58
Reports: ________________________________________________________________________________ 60
Modelling and Simulation _________________________________________________________ 63
A Model: _______________________________________________________________________________ 63
Simulation: _____________________________________________________________________________ 63
Uses of Modelling and Simulation:___________________________________________________________ 64
Let’s Program ___________________________________________________________________ 65
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Computer Programs:______________________________________________________________________ 65
What is Scratch? _________________________________________________________________________ 65
How Scratch Works: ______________________________________________________________________ 65
The Scratch Interface: _____________________________________________________________________ 66
Add a Background: _______________________________________________________________________ 68
Script Area: _____________________________________________________________________________ 69
Motion (Movement Blocks): ________________________________________________________________ 69
Looks Block: _____________________________________________________________________________ 69
Sound Block: ____________________________________________________________________________ 70
Pen Block: ______________________________________________________________________________ 70
Event Block: _____________________________________________________________________________ 71
Control Block: ___________________________________________________________________________ 71
Sample Codes: ___________________________________________________________________________ 71
References _____________________________________________________________________ 73
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Class 4
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Creating a Document Class 4
Creating a Document
Change the Character Spacing:
Kerning is the amount of space between the characters that you type. Sometimes the space
between two characters is larger than others, which makes the word look uneven.
Here is the procedure to change the character spacing of any written word:
1. Select the text you want to format.
2. Click the Home tab.
3. Click the Font Dialogue Box Launcher.
4. Click the Advanced tab.
5. Click the Spacing list arrow, click an option,
and then specify a point size to expand or
condense spacing by the amount specified.
6. Click the Position list arrow, click an option,
and then specify a point size to raise or
lower the text in relation to the baseline
(bottom of the text).
7. Select the Kerning for fonts checkbox, and
then specify a point size.
8. To make the new formatting options the
default for all new Word documents, click
Set As Default, and then click Yes.
9. Click OK.
The preview section shows the status of character spacing according to the configuration.
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Change Line and Paragraph Spacing:
The lines in all Word documents are single-spaced by default, which is appropriate for letters and
most documents. You can easily change your document line spacing to double or 1.5 lines to allow
extra space between every line. This is useful when you want to make notes on a printed document.
Here is the procedure to change the line and paragraph spacing:
1. Select the text you want to change.
2. Click the Home tab.
3. Click the Line Spacing button
arrow, and then click a spacing
option.
a. To apply a new setting, click
the number you want.
b. To apply the setting you
last used, click the Line
Spacing button.
c. To enter precise
parameters, click Line
Spacing Options, specify
the line or paragraph settings you want, and then click OK.
d. To apply the setting you last used, click Add Space Before Paragraph or Add Space
After Paragraph.
Shortcut Key: Select the text you want to change, Press Ctrl+1 for single-spacing, Ctrl+5 for 1.5
spacing, or Ctrl+2 for double-spacing.
You can also open the “Paragraph”
window by selecting the text, press the
right-click button and select the
paragraph option. You can change the
line and paragraph spacing from
paragraph window as well.
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Indentation:
Adding indentation to text adds structure to your document by allowing you to separate
information. Whether you'd like to move a single line or an entire paragraph, you can use the tab
selector and the horizontal ruler to set tabs and indents.
To Indent Using the Tab Key:
Another quick way to indent a text/paragraph is to use the Tab key as per your requirement. This
will create a first-line indent of 1/2 inch.
1. Place the insertion point at the very beginning of the paragraph you want to indent.
2. Press the Tab key. On the ruler, you should see the first-line indent marker move to the
right by 1/2 inch.
3. The first line of the paragraph will be indented.
Note: If you cannot see the ruler, select the View tab, then click the checkbox next to Ruler.
Indent Markers (Customized Indentation):
In some cases, you may want to have more control over indents. Word provides indent markers that
allow you to indent paragraphs to the location you want. The indent markers are located to the left
of the horizontal ruler, and they provide several indenting options:
• First-line indent marker : Adjusts the first-line
indent
• Hanging indent marker : Adjusts the hanging
indent
• Left indent marker : Moves both the first-line
indent and hanging indent markers at the same
time (this will indent all lines in a paragraph)
Note: You can apply different indentations (customized)
on each paragraph of the document using the Tab key and Indent Markers.
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To Indent Using the Indent Markers:
1. Place the insertion point anywhere in the
paragraph you want to indent or select one
or more paragraphs.
2. Click, hold, and drag the desired indent
marker. In our example, we will click,
hold, and drag the left indent marker. A
live preview of the indent will appear in the
document.
3. Release the mouse. The paragraphs will be
indented.
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Columns in a Document:
Sometimes the information you include in your document is best displayed in columns. Not only can
columns help improve readability, but some types of documents—like newspaper articles,
newsletters, and flyers—are often written in column format. Word also allows you to adjust your
columns by adding column breaks.
Here is the procedure to add columns in a document:
1. Select the text you want to format.
2. Select the Page Layout tab, then click the
Columns command. A drop-down menu will
appear.
3. Select the number of columns you want to create.
4. The text will format into columns.
a. To remove column formatting, place the insertion point anywhere in the columns,
then click the Columns command on the Page Layout tab. Select One from the drop-
down menu that appears.
b. Your column choices aren't limited to the drop-down menu that appears. Select
More Columns... at the bottom of the menu to access the Columns dialogue box.
Click the arrows next to the Number of columns: to adjust the number of columns.
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Tables:
A table is a grid of cells arranged in rows and columns. Tables are useful for various tasks such as
presenting text information and numerical data. In Word, you can create a blank table, convert text
to a table, and apply a variety of styles and formats to existing tables.
Insert a Blank Table:
1. Place your insertion point where you want the
table to appear, then select the Insert tab.
2. Click the Table command.
3. A drop-down menu containing a grid of squares will
appear. Hover the mouse over the grid to select the
number of columns and rows in the table.
4. Click the mouse, and the table will appear in the
document.
5. You can now place the insertion point anywhere in
the table to add text.
Note: To move the insertion point to the next cell, press the
Tab key while typing. If the insertion point is in the last cell,
pressing the Tab key will automatically create a new row.
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Insert Rows and Columns in an Existing Tables:
It is easy to modify the look and feel of any table after adding it to a document. Word includes
different options for customizing a table, including adding rows or columns and changing the table
style.
Here is the procedure to add rows and columns in an existing table:
1. Hover the mouse near the location where you want to add a row or column, then click the
plus sign that appears.
2. A new row or column will appear in the table.
Alternatively, you can right-click the table, then hover the mouse over Insert to see the various row
and column options.
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Delete Rows and Columns from a Table:
1. Place the insertion point in the row or column you want to delete.
2. Right-click the mouse, then select Delete Cells... from the menu that appears.
3. A dialogue box will appear. Select Delete entire row or Delete entire column, then click OK.
4. The column or row will be deleted.
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Find and Replace Words:
When you are working with longer documents, it can be difficult and time-consuming to locate a
specific word or phrase. Word can automatically search your document using the Find feature, and it
allows you to quickly change words or phrases using Replace.
To Find Text:
In our example, we have written an academic paper and will use the Find command to locate all
references to a particular author's last name.
1. From the Home tab, click the Find command.
2. The navigation pane will appear on the left side of the
screen.
3. Type the text you want to find in the field at the top of the
navigation pane. In our example, we will type the author's
last name.
4. If the text is found in the document, it will be highlighted in
yellow, and a preview of the results will appear in the
navigation pane.
5. If the text appears more than once, choose a review option
to review each instance. When an instance of the text is
selected, it will highlight in grey:
Arrows: Use the arrows to move through the results
one at a time.
Results previews: Select a result preview to jump directly to
the location of a specific result in your document.
6. When you are finished, click the X to close the navigation pane.
The highlighting will disappear.
Note: You can also access the Find command by pressing Ctrl+F on
your keyboard.
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To Replace Text:
At times, you may discover that you have made a mistake repeatedly throughout your document—
such as misspelling a person's name—or that you need to exchange a particular word or phrase for
another.
You can use Word's Find and Replace feature to quickly make changes. In our example, we will use
Find and Replace to change the title of a magazine so it is abbreviated.
1. From the Home tab, click the Replace command.
2. The Find and Replace dialogue box will appear.
3. Type the text you want to find in the Find what: field.
4. Type the text you want to replace it within the
Replace with: field. Then click Find Next.
5. Word will find the first instance of the text and highlight it in grey.
6. Review the text to make sure you want to replace it. In our example, the text is part of the
title of the paper and does not need to be replaced. We will click Find Next again.
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7. Word will jump to the next instance of the text. If you want to replace it, select one of the
replace options:
Replace will replace individual instances of text. In our example, we will choose this option.
Replace All will replace every instance of the text throughout the document.
8. The selected text will be replaced.
9. When you are done, click X to close the dialogue box.
Note: You can also access the Find and Replace command by pressing Ctrl+H on your keyboard.
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Document Views:
Word 2013 has a variety of viewing options that change how your document is displayed. You can
choose to view your document in Read Mode, Print Layout, or Web Layout. These views can be
useful for various tasks, especially if you are planning to print the document.
To change document views, locate and select the desired document view command in the bottom-
right corner of the Word window.
• Read Mode is optimized for reading a document on the computer screen. In Full Screen
Reading view, you also have the option of seeing the document as it would appear on a
printed page.
• Print Layout is the default layout and the one you see most often.
• Web Layout is suitable if you are designing a web page in Word. Web Layout view shows
how your document will look like a web page.
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Zoom In and Zoom Out:
Zoom allows you to view the document closer or farther
away. The document can be displayed as One Page,
Multiple Pages or Page Width (Document page displayed
on the whole screen).
When your document is zoomed in or out in Microsoft
Word 2013, it will not affect the size at which the
document prints. It will only affect the size at which it is
displayed on your screen.
1. Open your document in Microsoft Word 2013.
2. Click the View tab at the top of the window.
3. Click the Zoom button in the Zoom section of
the navigational ribbon. Note that you can also
select to click the 100% button to return to the
default zoom level.
4. Select one of the preset zoom options, or click
inside of the Percent field and manually specify
the zoom amount. Click OK after you are done to
apply your selected zoom setting.
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Let’s Present Class 4
Let’s Present
What is PowerPoint:
PowerPoint is a computer program that allows you to create and show slides to support a
presentation. You can combine text, graphics and multimedia content to create professional
presentations. PowerPoint presentations are made up of a series of slides. Slides contain the
information you will present to your audience. This might include text, pictures, and charts.
Insert a New Slide:
Whenever you start a new presentation, it will contain one slide with the Title Slide layout. You can
insert as many slides as you need from a variety of layouts.
Here is the procedure to insert a new slide in the presentation:
1. From the Home tab, click the bottom half of the New
Slide command.
2. Choose the desired slide layout from the menu that
appears.
3. The new slide will appear. Click any placeholder and
begin typing to add text. You can also click an icon to
add other types of content, such as a picture or a
chart.
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4. To change the layout of an existing slide, click the
Layout command, then choose the desired
layout.
5. To quickly add
a slide that
uses the same
layout as the
selected slide,
click the top
half of the New Slide command.
Apply a Theme on Slide/Presentation:
A theme is a predefined combination of colours, fonts, and effects. Different themes also use different
slide layouts. You can choose from a variety of new themes at any time, giving your entire presentation
a consistent, professional look. Themes can be applied or changed at any time.
Here is the procedure to apply a theme on slide/presentation:
1. Select the Design tab on the Ribbon, then locate the Themes group. Each image represents a
theme.
2. Click the More drop-down arrow to see all available themes.
3. Select the desired theme.
4. The theme will be applied to the entire
presentation. To apply a different theme,
simply select it from the Design tab.
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Insert a Picture on Slide:
Adding pictures can make your presentations more interesting and engaging. You can insert a
picture from a file on your computer onto any slide.
Here is the procedure to add a picture in a slide:
1. Select the Insert tab, then click the Pictures
command in the Images group.
2. A dialogue box will appear. Locate and select the
desired image file, then click Insert.
3. The picture will appear on the currently
selected slide.
4. You can also click the Pictures command in a
placeholder to insert images.
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Moving and Resizing Pictures/Objects:
Once you have inserted a picture, you may want to move it to a different location on the slide or
change its size. PowerPoint makes it easy to arrange pictures in your presentation.
Select a Picture:
Before you can modify a picture, you will need to select it.
Simply click to select a picture. A solid line will appear around a
selected picture.
Resize a Picture/Video/Object:
Click and drag the corner sizing handles until the picture is the desired size.
The corner sizing handles will resize a picture while preserving its original aspect ratio. If you use the
side sizing handles, the image will become distorted.
Rotate a Picture:
Click and drag the arrow above an image to rotate it right or left.
Note: Hold the Shift key on your keyboard when rotating an image
to limit the rotation angle.
Move a Picture/Object/Video:
Click and drag to move a picture to a new location on a slide.
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WordArt:
PowerPoint allows you to add effects to the text inside of a text box, which is known as WordArt.
Types of effects you can add are the same as the ones you can add to shapes and text boxes (shadow,
bevel, etc.). However, with WordArt, you can also change the text to give it a wavy, slanted, or
inflated look.
To Apply a WordArt style to text:
A WordArt Style will automatically apply several effects to your text at once. You can then refine the
look of your text by adding or modifying text effects.
1. Select a text box, or select some text inside of the text box.
2. On the Format tab, click the More
drop-down arrow in the WordArt
Styles group.
3. A drop-down menu of WordArt
Styles will appear. Select the style
you want to use.
4. The text will appear in the selected
style. If desired, you can change the
font or font colour from the Home
tab.
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Slide Transitions:
A transition can be as simple as fading to the next slide or as flashy as an eye-catching effect.
PowerPoint makes it easy to apply transitions to some or all of your slides, giving your presentation
an exciting and attractive look.
Add Transitions between Slides:
Here is the procedure to add transitions between slides:
1. Select the desired slide from the Slide Navigation pane.
This is the slide that will appear after the transition.
2. Click the Transitions tab, then locate the Transition to
This Slide group. By default, None is applied to each
slide.
3. Click the More drop-down arrow to display all
transitions.
4. Click a transition to apply it to the selected slide. This
will automatically preview the transition.
5. You can use the Apply To All command in the
Timing group to apply the same transition to all
slides in your presentation. Keep in mind that this
will modify any other transitions you've applied.
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Animations:
In PowerPoint, you can animate text and objects such as clip art, shapes, and pictures. There are
four types of animations: Entrance, Emphasis, Exit and Motion Path.
MS PowerPoint makes it easy to apply transitions to some or all of your slides, giving your
presentation an exciting and attractive look.
Apply an Animation on Object:
Here is the procedure to apply an animation on an object:
1. Select the object you want to animate.
2. On the Animations tab, click the More drop-down arrow in the Animation group.
3. A drop-down menu of animation effects will appear. Select the desired effect.
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4. The effect will apply to the object. The object will have a small number next to it to show
that it has an animation. In the Slide pane, a star symbol also will appear next to the slide.
Remove an Animation:
1. Select the small number located next to the animated object.
2. Press the Delete key. The animation will be deleted.
Insert Audio File in a Slide:
MS PowerPoint allows you to add audio to your presentation. For example, you could add
background music to one slide, a sound effect to another, and even record your own narration or
commentary. You can then edit the audio to customize it for your presentation.
1. From the Insert tab, click the Audio drop-down arrow, then
select Audio on My PC.
2. Locate and select the desired audio file, then click Insert.
3. The audio file will be added to the slide.
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Associate an Image with Audio File Icon:
By default, an audio file will appear as a speaker icon in the slide. If you want, you can change the
icon to a different picture.
1. Select the audio file, then click the Format tab.
2. Click the Change Picture command.
3. The Insert Pictures dialogue box will appear. Click Browse to select a file from your
computer. Alternatively, you can use the online image search tools to locate an image
online. In our example, we will click Browse.
4. Locate and select the desired picture, then click Insert.
5. The icon will change to the new picture.
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Insert Video File in a Slide:
PowerPoint allows you to insert a video onto a slide and play it during your presentation. This is a
great way to make your presentation more engaging for your audience. You can even edit the video
within PowerPoint and customize its appearance.
1. From the Insert tab, click the Video drop-down arrow,
then select Video on My PC.
2. Locate and select the desired video file, then click
Insert.
3. The video will be added to the slide.
Apply Style to Inserted Video:
1. Select the video, then click the Format tab on the Ribbon.
2. In the Video Styles group, click the More drop-down arrow to display available video styles.
3. Select the desired style.
4. The new style will be applied to the video.
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Hyperlinks:
Whenever you use the Internet, you use hyperlinks to navigate from one webpage to another. If you
want to include a web address or email address in your PowerPoint presentation, you can choose to
format it as a hyperlink so a person can easily click it. It is also possible to link to files and other slides
within a presentation. It is easy to do all of this using two tools: hyperlinks and action buttons.
Hyperlinks have two basic parts: the address of the webpage, email address, or other location they
are linking to, and the display text (which can also be a picture or shape).
Insert a Hyperlink in a Slide:
1. Select the image or text you want to
make a hyperlink.
2. Right-click the selected text or image,
then click Hyperlink.
3. The Insert Hyperlink dialogue box
will open. You can also get to this
dialogue box from the Insert tab by
clicking Hyperlink.
4. If you selected text, the words will
appear in the Text to display field at
the top. You can change this text if
you want.
5. Type the address you want to link to in
the Address field.
6. Click OK. The text or image you
selected will now be a hyperlink to the
web address.
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Remove a Hyperlink:
1. Right-click the hyperlink.
2. Click Remove Hyperlink.
Insert a Hyperlink to Another Slide:
1. Right-click the selected text or image, then click Hyperlink.
2. The Insert Hyperlink dialogue box will appear.
3. On the left side of the dialogue box, click Place in this Document.
4. A list of the other slides in your presentation will appear. Click the name of the slide you
want to link to.
5. Click OK. The text or image will now be a hyperlink to the slide you selected.
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Action Buttons:
Another tool you can use to connect to a webpage, file, email address, or slide is called an action
button. Action buttons are built-in button shapes you can add to a presentation and set to link to
another slide, play a sound, or perform a similar action. When someone clicks or moves over the
button, the selected action will occur. Action buttons can do many of the same things as hyperlinks.
You can insert action buttons on one slide at a time, or you can insert an action button that will show
up on every slide. The second option can be useful if you want every slide to link back to a specific
slide, like the title page or table of contents.
Insert an Action Button:
1. Click the Insert tab.
2. Click the Shapes command in the
Illustrations group. A drop-down menu will
appear with the action buttons located at
the very bottom.
3. Select the desired action button.
4. Insert the button onto the slide by clicking the desired location. The Action Settings dialogue
box will appear.
5. Select the Mouse Click or Mouse Over tab. Selecting the Mouse Click tab means the action
button will perform its action only when clicked. Selecting the Mouse Over tab will make the
action button perform its action when you move the mouse over it.
6. In the Action on click section, select Hyperlink to: then click the drop-down arrow and
choose an option from the menu.
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7. Check the Play Sound box if you want a sound to play when the action button is clicked.
Select a sound from the drop-down menu, or
select Other sound to use a sound file on your
computer.
8. Click OK.
Edit an Action Button:
1. Select the action button.
2. Click the Insert tab.
3. In the Links group, click the Action
command. The Actions Settings
dialogue box will appear.
4. Edit the action or hyperlink.
5. Click OK.
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Change the Appearance of an Action Button:
1. Select the action button.
2. Click the Format tab.
3. To change the button style or colour, use the tools in the Shape Styles group.
4. To change the shape of the action button, click Edit Shape in the Insert Shapes group. Select
a new shape from the drop-down menu.
Organizing Slides:
PowerPoint presentations can contain as many
slides as you need. The Slide Navigation pane
makes it easy to organize your slides. From
there, you can duplicate, rearrange, and delete
slides in your presentation.
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Let’s Present Class 4
Duplicate slides:
If you want to copy and paste a slide quickly, you can duplicate it. To
duplicate slides, select the slide you want to duplicate, right-click the
mouse, and choose Duplicate Slide from the menu that appears. You
can also duplicate multiple slides at once by selecting them first.
Change Slide Order:
It is easy to change the order of your slides. Just click, hold, and drag
the desired slide in the Slide Navigation pane to the desired position.
Delete Slides:
If you want to remove a slide from your presentation, you can delete
it. Simply select the slide you want to delete, then press the Delete
or Backspace key on your keyboard.
How to Play a Presentation:
Once you have arranged your slides, you may want to play your presentation. This is how you will
present your slide show to an audience.
1. Click the Start From Beginning command on the Quick
Access toolbar to see your presentation.
2. The presentation will appear in full-screen mode.
3. You can advance to the next slide by clicking your
mouse or pressing the spacebar on your keyboard.
Alternatively, you can use the arrow keys on your
keyboard to move forward or backwards through the presentation.
4. Press the Esc key to exit presentation mode.
Note: You can also press the F5 key at the top of your keyboard to start a presentation.
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Spreadsheet Formatting Class 4
Spreadsheet Formatting
Apply Autofit Column Width:
The AutoFit feature will allow you to set a column's width to fit its content automatically.
1. Position the mouse over the column line in the column heading so the white cross
becomes a double arrow .
2. Double-click the mouse. The column width will be changed automatically to fit the content.
Note: You can also AutoFit the width for several columns at the same time. Simply select the
columns you want to AutoFit, then select the AutoFit Column Width command from the Format
drop-down menu on the Home tab.
Change and Adjust Row Height:
1. Position the mouse over the row line so the white cross becomes a double arrow .
2. Click, hold, and drag the mouse to increase or decrease the row height.
3. Release the mouse. The height of the selected row will be changed.
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Spreadsheet Formatting Class 4
Modify all Rows or Columns:
Rather than resizing rows and columns individually, you can modify the height and width of every
row and column at the same time. This method allows you to set a uniform size for every row and
column in your worksheet. In our example, we will set a uniform row height.
1. Locate and click the Select All button just below the formula bar to select every cell in
the worksheet.
2. Position the mouse over the row line so the white cross becomes a double arrow .
3. Click, hold, and drag the mouse to increase or decrease the row height.
4. Release the mouse when you are satisfied with the new row height for the worksheet.
Insert Rows Within a Dataset:
1. Select the row heading below where you want the new row to appear. For example, if you
want to insert a row between rows 7 and 8, select row 8.
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Spreadsheet Formatting Class 4
2. Click the Insert command on the Home tab.
3. The new row will appear above the selected row.
Note: When inserting new rows, columns, or cells, you will see the Insert Options button
next to the inserted cells. This button allows you to choose how Excel formats these
cells. By default, Excel formats inserted rows with the same formatting as the cells in the row
above. To access more options, hover your mouse over the Insert Options button, then click
the drop-down arrow.
Insert Columns Within a Dataset:
1. Select the column heading to the right of where you want the new column to appear. For
example, if you want to insert a column between columns D and E, select column E.
2. Click the Insert command on the Home tab.
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Spreadsheet Formatting Class 4
3. The new column will appear to the left of the selected column.
Note: When inserting rows and columns, make sure you select the entire row or column by
clicking the heading. If you select only a cell in the row or column, the Insert command will
only insert a new cell.
Wrapping Text and Merging Cells:
Whenever you have too much cell content to be displayed in a single cell, you may decide to wrap
the text or merge the cell rather than resize a column. Wrapping the text will automatically modify a
cell's row height, allowing cell contents to be displayed on multiple lines. Merging allows you to
combine a cell with adjacent empty cells to create one large cell.
To Wrap Text in a Cell:
In our example below, we will wrap the text of the cells in column D so the entire address can be
displayed.
1. Select the cells you want to wrap. In this example, we will select the cells in column D.
2. Select the Wrap Text command on the Home tab.
3. The text in the selected cells will be wrapped.
Note: Click the Wrap Text command again to unwrap the text.
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Spreadsheet Formatting Class 4
To Merge Cells Using the Merge & Centre Command:
In our example below, we'll merge cell A1 with cells B1:E1 to create a title heading for our
worksheet.
1. Select the cell range you want to merge.
2. Select the Merge & Centre command on the Home tab.
3. The selected cells will be merged, and the text will be centred.
Text Alignment:
By default, any text entered into your worksheet will be aligned to the bottom-left of a cell, while
any numbers will be aligned to the bottom right. Changing the alignment of your cell content allows
you to choose how the content is displayed in any cell, which can make your cell content easier to
read.
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Spreadsheet Formatting Class 4
Change Horizontal Text Alignment:
In our example below, we will modify the alignment of our title cell to create a more polished look
and further distinguish it from the rest of the worksheet.
1. Select the cell(s) you want to modify.
2. Select one of the three horizontal
alignment commands on the Home tab. In our example, we will choose Centre Align.
3. The text will realign.
Change Vertical Text Alignment:
1. Select the cell(s) you want to modify.
2. Select one of the three vertical alignment
commands on the Home tab. In our example, we will choose Middle Align.
3. The text will realign.
Note: You can apply both vertical and
horizontal alignment settings to any cell.
Using Simple Formulas:
One of the most powerful features in Excel is the ability to calculate numerical information using
formulas. Just like a calculator, Excel can add, subtract, multiply, and divide.
Mathematical Operators:
Excel uses standard operators for formulas, such as a plus sign for addition (+), a minus sign for
subtraction (-), an asterisk for multiplication (*) and a forward slash for division (/).
All formulas in Excel must begin with an equality sign (=). This is because the cell contains, or is equal
to, the formula and the value it calculates.
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Spreadsheet Formatting Class 4
Understanding Cell Reference:
While you can create simple formulas in Excel
manually (for example, =2+2 or =5*5), most of
the time you will use cell addresses to create a
formula. This is known as making a cell
reference.
Using cell references will ensure that your
formulas are always accurate because you can
change the value of referenced cells without
having to rewrite the formula.
By combining a mathematical operator with cell references, you can create a variety of simple
formulas in Excel.
Sum Function:
The SUM function can be used to find the total of numbers entered in a range of cells. Look at the
following example:
We are going to apply a function to cell E2 to find the total number of red roses sold during January,
February and March. We are going to use the SUM function for this.
1. Move the cell pointer to the cell (E2).
2. Select SUM from the Autosum dropdown
menu available in the Functions tab.
3. Now enter the cell range B2:D2 within the
two brackets appearing in the (E2) cell. The
cell range can also be given by using the
mouse. Click on the starting cell (B2) of the
range and then drag the mouse to the last
cell (D2) of the range, while holding down
the mouse button.
4. Press the enter key or click on the Ok button.
5. You will then see the result of the function in cell E2. The formulae bar will display the
applied function as = SUM(B2:D2).
6. Now follow the same procedure to enter the formula in E3, E4 and E5 cells.
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Spreadsheet Formatting Class 4
Average Function:
To find the average value of a range of numbers,
the Average function can be used. Look at the
following spreadsheet where the average marks
of each student need to be calculated. The
function to obtain the average marks of Sara has
already been applied to the spreadsheet.
Average function is also available in the Autosum dropdown menu available in the Functions tab.
You can use the same SUM function procedure to insert the average function in a cell. The only
difference is that you have to select “Average” function instead of “SUM”.
Min Function:
The Excel MIN function returns the smallest value
from a supplied range of cell. The syntax of the
function is:
=MIN( number1, [number2], ... )
Excel Min Function Example
Cell B1 of the following spreadsheet shows the Excel Min function, used to retrieve the smallest value
from the set of values in cells A1-A5.
Max Function:
The Excel MAX function returns the Largest value
from a supplied range of cells. The syntax of the
function is:
=MIN( number1, [number2], ... )
Excel Max Function Example
Cell B1 of the following spreadsheet shows the Excel Max function, used to retrieve the largest value
from the set of values in cells A1-A5.
Min and Max functions are also available in the Autosum dropdown menu available in the Functions
tab. You can use the same SUM function procedure to insert the average function in a cell. The only
difference is that you have to select “Min or Max” function instead of “SUM”.
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Spreadsheet Formatting Class 4
Use Autofill Tool to Replicate the Same Function on Multiple Rows:
Formulae and functions can be copied to
different cells to avoid wasting time on typing
them repeatedly. Look at the following
worksheet which has been prepared in
Microsoft Excel.
The function =SUM(B2:D2) has been applied to
cell E2. This will give the total marks of Sara. To
obtain the total marks of Jane, the function
=SUM(B3:D3) should be applied. The functions
to obtain Jerry’s and Samuel’s total will be in the same format and order.
Let’s now see how the function that is applied to cell E2 can be copied to cells E3, E4 and E5.
1. Move the cell pointer to cell E2 where
the function has already been applied.
2. Now move the cursor to the lower-right
corner of cell E2. You will notice a
change to the cell pointer. The pointer
will turn into a thick black cross.
3. When you see the black cross, click and
drag down the mouse to the last cell
(E5) of the range for the function to be
applied to. The function will then be
applied to the selected cells.
The average mark of Sara is calculated in cell F2, using the formula =E2/2. The formula to obtain the
average marks of the other three will be in the same format and order.
Format Decimal Places Within a Cell:
Let’s Learn how to show fewer decimal places in Excel without changing the number itself. You can
also round a number.
1. Enter the value 2.175 into cell A1.
2. On the Home tab, in the Number group, click the Decrease Decimal button twice.
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Spreadsheet Formatting Class 4
Result:
Note: if you look at the formula bar, you can see that cell A1 still contains the value 2.175.
If you want to apply decimal places to a range of cell then follow this procedure:
1. Open your Excel spreadsheet that contains the number of cells for which you want to
increase the number of decimal places.
2. Click the Home tab at the top of the window.
3. Use your mouse to highlight all of the cells for which you want to increase the number of
decimal places.
4. Click the Increase Decimal button in the Number section of the ribbon until your cells are
displaying the desired number of decimal places.
Understanding Charts:
Excel has several different types of charts, allowing you to choose the one that best fits your data.
To use charts effectively, you'll need to understand how different charts are used.
1. Column charts use vertical bars to represent data. They can work with many different types
of data, but they are most frequently used for comparing information.
2. Line charts are ideal for showing trends. The data points are connected with lines, making it
easy to see whether values are increasing or decreasing over time. They are used when you
have data that are connected, and to show trends, for example, average night time
temperature in each month of the year.
3. Pie charts make it easy to compare proportions. Each value is shown as a slice of the pie, so
it is easy to see which values make up the percentage of a whole. You might, for example,
want to show how a budget had been spent on different items in a particular year.
4. Bar charts work just like column charts, but they use horizontal bars instead of vertical bars.
Example data might include things like the number of people who preferred each of Chinese
takeaways, Indian takeaways and fish and chips.
In addition to chart types, you will need to understand how to read a chart. Charts contain several
different elements or parts, that can help you interpret the data.
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Spreadsheet Formatting Class 4
Insert a Chart:
1. Select the cells you want to chart, including the column titles and row labels. These cells will
be the source data for the chart. In our example, we will select cells A1:F6.
2. From the Insert tab, click the desired Chart command. In our example, we will select Column.
3. Choose the desired chart type from the drop-down menu.
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Spreadsheet Formatting Class 4
4. The selected chart will be inserted in the worksheet.
If you are not sure which type of chart to use, the Recommended Charts command will suggest
several different charts based on the source data.
Excel allows you to add chart elements—such as chart titles, legends, and data labels—to make your
chart easier to read. To add a chart element, click the Add Chart Element command on the Design
tab, then choose the desired element from the drop-down menu.
Use of “Count” Function:
The COUNT function is used to calculate the number of cells that contain numbers, this function
ignores the text values between the cells and only calculates numeric values.
1. Click the cell where you want to create the function, in this example, cell B6.
2. Enter formula =COUNT (B2:B6).
3. Another way of using the COUNT fx is
to enter the formula till =COUNT (and
then select the cell ranges manually
using the mouse dragging.
4. Press enter and the answer will be 4.
5. COUNT formula ignores the value in B5 because it is a text value.
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Spreadsheet Formatting Class 4
Use of “Now” Function:
The Excel NOW function returns the current
date and time, updated continuously when a
worksheet is changed or opened. The NOW
function takes no arguments. You can format
the value returned by NOW as a date, or as a
date with time by applying a number format
Syntax: =Now ()
Use of “LEN” Function:
LEN Function in Excel can be used to count the number of characters in a text string and able to
count letters, numbers, special characters, non-printable characters, and all spaces from an excel
cell. In simple words, LENGTH Function is used to calculate the length of a text in an excel cell.
Let’s see how we can test a few conditions. Suppose we are given the following values:
We will get the results below:
In the above example:
Spaces are counted as characters. Hence, the function returned 13 for the first argument.
The length of the empty string is 0.
The City School /Academics/Computing Curriculum/Class 4/2020-2021 Page 49 of 73
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