Let's Log In Computer Science Book 8 Revised (2078).indd

Vedanta Let’s Log in Computer Science | Book 8

Binary to Decimal

The decimal equivalent of a binary number is the sum of the digits multiplied
by 2 with their corresponding weights.

Step 1 : Multiply each binary digit with its place value (positive
powers of two that is 20 ,21 , 22 ,23 , 24 …)

Step 2 : Add all the products calculated in step 1 and total number is
decimal equivalent number.

Example:

i. (11101) = (?)
2 10

(11101) = 1×24 + 1×23 +1×22+0×21 +1× 20
2 1×16 + 1×8 +1×4 +0×2 +1× 1
=

= 16+8+4+0+1.

= 29

Hence, (11101) = (29)
2 10

ii. (1011101) into Decimal
2

Binary Number: 6 5 4 3 2 1 0 (weight)

1 0 1 1 1 0 1

Decimal Equivalent : 1×26 + 0×25 + 1×24 + 1×23 + 1×22 + 0×21 + 1×20

= 1×64+0×32+1×16+1×8+1×4+0×2+1×1

= 64 +0 + 16 + 8 + 4 + 0 + 1

= 93

? (1011101) = (93)
2 10

Decimal to Octal

A positive decimal integer can be converted to octal through successive
division by 8 till the quotient becomes zero and sequential collection of
remainder on the last-come-first basis (i.e. bottom to top).

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Example:

(142) into Octal
10

Remainder

142 - 6
17 - 1
2 -2
0

?(142)10 = (216)8

Octal to Decimal

The procedure for conversion of octal numbers to their decimal equivalent
is similar to conversion of binary numbers to their decimal equivalent. The
only different is that the base used in this case is 8 instead of 2 used in
binary number system.

Example:
(1237)8 into Decimal

Octal Number: 3 2 1 0 (weight)
1237

Decimal Equivalent : 1×83 + 2×82 + 3×81 + 7×80

= 1×512 + 2×64 + 3×8 + 7×1

= 512 + 128 + 24 + 7

= 671

? (1237) = (671)
8 10

Decimal to Hexadecimal

A positive decimal integer can be converted to octal through successive
division by 16 till the quotient becomes zero and sequential collection of
remainder on the last-come-first basis (i.e. bottom to top). But the remainder
10 or above is represented by the capital letters from A to F respectively.

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Example:

Convert (1189) into Hexadecimal
10

16 1189 Remainder
16 74
-5
- 10 (A)

16 4 -4
0

?(1189) = (4A5)
10 16

Hexadecimal to Decimal

The decimal equivalent of a hexadecimal number is the sum of the digits
multiplied by 16 with their corresponding weights.

Example:
(B14)16 into Decimal

Hexadecimal Number: 2 1 0 (weight) Note: In Hexadecimal
Number system, 10 or
B 1 4 above is represented by
the capital letters from A
Decimal Equivalent : 11×162 + 1×161 + 4×160 to F respectively.

= 11×256 + 1×16 + 4×1

= 2816 + 16 + 4

= 2836

?(B14)16 = (2836)
10

Binary Arithmetic

Generally, there are four types of binary calculation as:

1. Binary Addition, 2. Binary Subtraction,
3. Binary Multiplication and 4. Binary Division.

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Binary Addition

Binary numbers are added in the same manner as decimal numbers. There
are only four possible combinations resulting from the addition of two
binary digits.
Rules for binary addition

A B A+B

00 0

01 1

10 1

11 10 i.e. 0 carry 1

Example:
Add (1011) and (1101)

22

Solution:

10 1 1
1
+11 0 0

110 0

Hence, 1010 + 1101 = (1 1 0 0 0)
2

Binary Multiplication

Binary numbers are multiplied in the same manner as decimal numbers.
We need to remember the rules of binary addition.

Rules for binary multiplication

A B A×B
00 0
10 0
01 0
11 1

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Example: 1
Multiply (1101) by (11) 1
1
22
1
Solution:

110
×1

110
1101
10 0 1 1

Hence, 1101 ×11 = (100111)
2

POINTS TO REMEMBER

Number system is differentiated by its base or radix.
The group of digits or symbols used to express quantities as the basis
for doing different calculations is called number system.
Decimal number system has base of 10 as it uses 10 digits from 0 to 9.
Binary number system has base of 2 as it uses 2 digits: 0 and 1.
Octal number system has base of 8 as it uses 8 digits from 0 to 7.
Hexadecimal number system has base of 16 as it uses 16 digits
(10 digits and 6 letters, 0, 1, 2, 3, 4, 5, 6, 7, 8, 9, A, B, C, D, E, F).

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Exercise

1. Answer the following questions.

a) What is number system? List its types.
b) Define base or radix of number system.
c) What is binary number system? Why is it important in computer system?
d) Define decimal number system?
e) Define octal number system?
f) What is hexadecimal number system? List its numbers and characters

set.
g) Mention the rules for Binary Addition.

2. Convert the following decimal numbers into binary numbers.

i. (55) ii.(68) iii. (480) iv.(227)
10 10 10 10

v.(564) vi. (875) vii.(1406)
10 10 10

3. Convert the following binary numbers into decimal numbers.

a) 10101 b) 11101 c) 10110 d) 1110

e) 101011 f) 10111 g) 111010 h) 1010110

4. Convert the following decimal numbers into octal numbers.

a) 212 b) 352 c) 105 d) 171

e) 1040 f) 806 g) 530 h) 1979

5. Convert the following octal numbers into decimal numbers.

a) 121 b) 531 c) 374 d) 105

e) 1040 f) 263 g) 435 h) 1102

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6. Perform the following binary addition.

a) 1011 + 1100 b) 11001 + 10111

c) 110110 + 100111 d) 101011 + 101011

e) 110010 + 11011 f) 1011 + 1100

g) 10011 + 1011 h) 1101 + 1011

7. Perform the following binary multiplication.

a) 101 × 11 b) 111 × 10

c) 1011 × 101 d) 1101 × 10

e) 1101 × 101 f) 11010 × 100

g) 10110 × 110 h) 10111 × 101

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Lesson

5

Word Processing

Word processing is a term that means using a computer to create, edit, save
and print documents. Many word processors are now available for use. Some
of these are MS-Word, Libre Office, Google Docs, etc. This chapter gives you
the knowledge about some advanced features of MS-Word.

Apple's page Google docs Libre Office Writer Microsoft Word

More on MS-Word

Microsoft Word (sometimes called Winword, MS-
Word, or Word) is a word processor developed
by Microsoft. It is one of the office productivity
applications included in Microsoft Office. We can
run Microsoft Word in different platforms such
as Microsoft Windows, Apple macOS, Android,
and Apple iOS.

Features of MS-word

We can prepare letters, notices, exam questions, project work reports,
books, newsletters, complex mathematical equations, etc.

MS-Word enables us to format the document in newspaper style.

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MS-Word allows us to set same information as header and footer on
each page of document.

MS-Word allows us to organise and present information using tables.
MS-Word allows us to send letters to multiple recipients using Mail

Merge feature.

MS-Word Window

Home Tab Title Bar Maximize Button Close Button
Minimize Button
File Menu

Ribbon

Font Group

Cursor

Working Area

Microsoft Word Screen

Some important parts of MS Word Screen

Title Bar : It is at the top of the screen. It displays the name of
your document.

File Menu : It is at the top left side of the screen. On clicking this
button, you can use several commands such as New,
Open, Save, Print, etc.

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Ribbon : It is found just below the title bar. It has several tabs
such as Home, Insert, etc.

Home Tab : It contains several groups such as Font, Paragraph, etc.

Working area : It is the place where you type, edit, and format your text.

Drop Cap

A Drop Cap is a feature that allows the first
character of a paragraph to be dropped on the
subsequent lines of the same paragraph in
bigger size. It is used as a decorative element at
the beginning of a paragraph. Follow the steps
below to use Drop Cap.

Step 1 : Click on the paragraph of which you
want to have a Drop Cap.

Step 2 : Click on Insert tab.
Step 3 : Click on Drop Cap button from the

Text group.
Step 4 : Click on Drop Cap Options… A Drop

Cap dialog box appears.
Step 5 : Select the desired Font, Lines to

drop and Distance from text as you
choose.
Step 6 : Click on Ok.

Equations Editor

MS-Word has a very useful equation editor. It enables us to type complex
mathematical equations easily.

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Inserting Preset Equations

Step 1 : Click on the Insert tab.

Step 2 : Click on the Equation drop-down
list arrow from the Symbols
group to display the list of preset
equations.

Step 3 : Scroll through the “Built-In”
section to view the available
preset equations.

Step 4 : Hover over the “More
Equations from Office.
com” option to see a new
side menu of choices.

Step 5 : Click on an equation
to insert it into your
document.

Inserting Equations Manually

Step 1 : Click on the Insert tab.

Step 2 : Click on the Equation
button from the Symbols
group.

Step 3 : The “Equation Tools” contextual tab appears, with the
“Design” tab selected.

Step 4 : A blank equation field is inserted into your document.

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Step 5 : Use the “Symbols” and “Structures” groups in the “Design”
tab of the “Equation Tools” contextual tab, in conjunction
with your keyboard keys to insert different equations.

x = -b±√(b^2 )-4ac
2a

Inserting Column and Column break

When we type a document, it is displayed on the screen in a single column
style or in paragraph style. If we want to format the document in newspaper
style, MS-Word enables us to create two or more columns in our document.

Follow the steps below to format your document in multiple columns:

Step 1 : Click on the Layout tab
Step 2 : Click on the Columns drop-down list from Page Setup
group

Step 3 : Select any number of
columns from the list.

Select the Left or
Right options if
you want smaller
column on the left
or right side of the
page.

If you want
more than three

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columns, click on the More Columns option to open the
Column dialog box and enter the number of columns.

Note: If you want to draw a line between the columns, check
the option Line between

If you add any new text in a column, it is automatically adjusted and flows
to the next column in the document. However, if you want a particular text
to start in a new column, you can insert
a column break. It will force the end of
the column and move the text to the
beginning of a new column even if the
existing column is blank. For column
break, move the cursor to the place
in the text where you want to insert
the column break and follow the steps
below:

Step 1 : Click on the Layout tab
Step 2 : Click on the Breaks option to open the drop-down list
Step 3 : Click on Columns to insert a column break

Header and Footer

Header is a section of the document that
appears on the top of each page and
Footer appears on the bottom of each
page.

Using Header and Footer feature,
you can automatically insert the page
number, text, and graphics on the top
and bottom of every page.

Inserting Header and Footer

Follow the below steps to insert header
ad footer.

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Step 2 :
Click on the Insert tab
In the Header & Footer group, click on the Header button.
A drop-down menu appears there.

Step 3 : Click on the Blank header style or choose one of the built-
in option. The Design tab appears under Header and Footer
Step 4 : Tools.
Step 5 : Type the desired information in the header area.
When you are finished, click on Close Header and Footer
button in the Design tab or press on the Esc key.
Note: To insert footer, follow the same steps.

Editing or Deleting Header and Footer

To edit or delete the header or footer, follow the following steps:

Step 1 : Double-click on the header or footer area
Step 2 : Edit or delete the required text
Step 3 : Click on Close Header and Footer button in the Close
group of the Design tab

Adding Page Numbers to an existing header or footer

Step 1 : Select the header
or footer by double
clicking on it. The
Design tab appears.

Step 2 : Place the insertion
point where you want
to put the page number
on.

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Step 3 : From the Design tab, select the Page Number command
Step 4 : from Header & Footer group.
Click on Current Position, then select the desired style.
The page number appears on the document.

Working with Tables

A table is used to manage your data in a
systematic manner. A table consists of number of
columns and rows. The vertical arrangement is
called a column and the horizontal arrangement
is called a row. The intersection of a row and a
column is called a cell. A cell can contain text or
graphics.

Creating a Table

Step 1 : Click on Insert Tab.

Step 2 : Click on Table button in the
Table group.

Step 3 : Hover your mouse to select the
number of columns and rows in
the table.

Step 4 : Click on your mouse.

Column

Name Class Section Row
Hari Shrestha 6 A Cell
Sita Lama 6 B
Nistha K.C. 7 B

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Creating a Table using Insert Table Option

If you need more than 10 columns, you have to follow the following steps:

Step 1 : Click on Insert Tab.
Step 2 : Click on Table button in the
Table group.
Step 3 : Click on Insert Table option to
open Insert Table dialog box.
Step 4 : Set the required number of
columns and rows.
Step 5 : Click on OK.

Entering data in a table

Place the insertion point in the first cell of the table and type the text. Press
on TAB key or press on Right arrow key to move to the next adjoining
cell in the row. In the same way, type the data in the entire table as shown
below:

Name Class Section Roll No.
Hari Shrestha 6 A 10
Sita Lama 6 B 18
Nistha K.c. 7 B 19

Selecting Cell, Row, Column, and Table

MS-Word provides the options to select a single cell, a range of cells, an
entire row, an entire column or an entire table.

Select a single cell Name Class
Hari Shrestha 6
Move the mouse pointer towards the left Sita Lama 6
edge of the cell. Nistha K.C. 7

The mouse pointer becomes a dark black
pointing arrow.

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Click to on cell to select it.
A selected cell is shown in the adjoining figure.

Select a range of cells Name Class
Hari Shrestha 6
Click on any cell and drag to select a range Sita Lama 6
of required cells. Nistha K.C. 7

Release the mouse button.
A selected range of cells is shown in the

adjoining figure.

Select an entire row

Move the mouse Name Class Section Roll No.
pointer outside the Hari Shrestha 6 A 10
left edge of the first Sita Lama 6 B 18
cell in the required 19
row.

The pointer Nistha K.C. 7 B
becomes a white
pointing arrow.

Click on the entire row to select it.
A selected row is shown in the adjoining figure.

Select an entire column

Move the mouse pointer outside the Name Class
top edge of the first cell in the required Hari Shrestha 6
column. Sita Lama 6
Nistha K.C. 7
The pointer becomes a black down
pointing arrow.

Click on the entire column to select it.

A selected column is shown in the adjoining figure.

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Select an entire table Name Class Section Roll No.
Hari Shrestha 6 A 10
Move the mouse Sita Lama 6 B 18
Nistha K.C. 7 B 19
pointer over the
table.
A small box appears
on the top-left
corner of the table.

Click on the box to select the entire table.

A selected table is shown in the adjoining figure.

Modifying a Table

You can modify the table at any time. It is possible to insert rows and
columns in a table. Likewise, you can delete unwanted rows and columns
from a table.

To add a row above an existing row

Step 1 : Place the insertion
point in a row
below the location
where you want to
add a row.

Step 2 : Right-click on the
mouse. A menu
appears.

Step 3 : Select Insert >
Insert Rows Above

Step 4 : A new row appears
above the insertion
point.

Note: You can also add rows below the
insertion point. Follow the same steps, but select Insert Rows Below from the menu.

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To add a column

Step 1 : Place the insertion point in a column adjacent to the location
where you wish the new column to appear.

Step 2 : Right-click on the mouse. A menu appears.

Step 3 : Select Insert > Insert Columns to Left or Insert Columns to
the Right. A new column appears.

Deleting Rows and Columns

Step 1 : To delete a row or a column, click
on any cell of the row or column.

Step 2 : Under the Layout tab of Table
Tools, click on the Delete tool in
Rows and Columns group to open
a drop-down menu as shown in
the adjoining figure.

Step 3 : Click on Delete Columns to erase
the entire column.

Step 4 : click on Delete Rows to erase the entire row.

Step 5 : Click on Delete Table to erase the entire table.

Merging and Splitting Cells

Merging cells means combining two or more cells by converting them into
a single cell. Splitting cell divides a selected cell in a required number of
smaller cells.

Merging Cells Name Class Section Roll No.
Hari Shrestha 6 A 10
Suppose you want to give a Sita Lama 6 B 18
common heading to a table to Nistha K.C. 7 B 19
give it a better look. For this,
insert a row above the first
row as explained earlier.
Then, follow these steps:

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Step 1 : Select the Name Class Section Roll No.
Step 2 : cells, which Hari Shrestha 6 A 10
Step 3 : you want to Sita Lama 6 B 18
merge. Nistha K.C. 7 B 19
Click on the
Layout tab of
Table tools.

Click on the
Merge Cells option in the Merge group.

Splitting cells

Step 1 : To split a cell, click on a cell that
you want to split.

Step 2 : Click on the Layout tab of Table
tools.

Step 3 : Click on Split cells tool.

Step 4 : Type the required number of
rows and columns.

Step 5 : Click on OK.

Name Class Section Roll No.
Hari Shrestha 6 A 10
Sita Lama 6 B 18
Nistha K.C. 7 B 19

Applying a Table style

Step 1 : Click anywhere on
the table.

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Step 2 : Click on the Design tab from Table Tools.
Step 3 : Click on the More drop-down arrow of Table Styles group.
Step 4 : Hover the mouse over the various styles to see a live preview.
Step 5 : Select the style of your choice.

Applying Borders to a Table

Step 1 : Select the cells you want
to add a border to.

Step 2 : From the Design tab,
select the desired Line
Style of your choice, Line
Weight and Pen Color.

Step 3 : Click on the Borders drop-down arrow and select border type
your choose.

The border is added to the selected cells.

Name Class Section Roll No.
Hari Shrestha 6 A 10
Sita Lama 6 B 18
Nistha K.C. 7 B 19

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Applying Shading to a Table

Step 1 : Select the cells you wish to apply shading to.

Step 2 : From the Design tab, Click the Shading button from Table
Styles group .

Step 3 : Select the color of your choice.

The Shading is be applied to the selected cells.

Name Class Section Roll No.
Hari Shrestha 6 A 10
Sita Lama 6 B 18
Nistha K.C. 7 B 19

Mail Merge

Mail Merge is a feature available in MS-Word that allows us to send letters
with similar information to different persons. You can send the same letters
with the different name and address of each recipient using Mail Merge. It
saves our time and effort.
Mail Merge has two components: Data Source and Main Document. This
feature combines the data source with the main document.

Data Source

Data source consists of different data such as name, address, email, etc.
These data are organized in a tabular form along with the field names. This
is also called merge field which you insert into your main document during
mail merge process.

Main Document

It contains the main part of document such as letter, invitation, envelop, etc.

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Creating a mail merge document

Step 1 : Prepare a data source
First, you need a data
source. Open MS-Excel
and prepare a data
source as given in the
adjoining figure and
save under “data.xlsx”.

Step 2 : Prepare a main document
Now, you have to prepare a letter where you are going to
merge the above data source. Open MS-Word and prepare
an invitation letter as given in the figure:

Step 3 : Click the Mailings tab.
Step 4 : Click on Start Mail Merge button from Start Mail Merge
group.

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Step 5 : Select Step by Step Mail Merge Wizard.
Now, the Mail Merge task pane appears on the right side and
it guides you through the
six main steps to complete
a merge. The following
is a sample tasks that
explains you how to create
an invitation letter with
multiple recipient list using
Mail Merge in MS-Word.

Mail Merge Wizard – Step 1 of 6

Select Letters in this example
Click on Next: Starting document to

move to Step 2

Mail Merge Wizard – Step 2 of 6

Select Use the current document
Click on Next: Select recipients to

move to Step 3

Mail Merge Wizard – Step 3 of 6

Now you need data for different recipient. The list can be
an existing file, such as an Excel worksheet or you can type
a new list.

Select Use an existing list in this example
Click on Browse
Locate your file in the dialog box (in this example,

data.xlsx is chosen)
Click on Open

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If the list is created in Excel,
select the worksheet that
contains the list, then click on
OK.

A Mail Merge Recipients
dialog box appears. You can
check and uncheck each recipient to control which ones are used in the
merge. When you’re done, click on OK to close the dialog box.
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From the Mail Merge task pane, click on Next: Write your letter to
move to Step 4

Mail Merge Wizard – Step 4 of 6

Now you are ready to write your letter. You need to add placeholders for the
recipient data so Mail Merge knows exactly where to add the data.

Place the insertion point in the document where you wish the
information to appear.

From Mailings tab, click on Insert Merge Field drop-down list and
select Name.

In the given example, you can see <<Name>> placeholder appears.
Press Enter and again click on Insert Merge Field drop-down list and

select Address. (See the adjoining figure)
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I would like to invite you to my birthday party at my home. The
details of the program are given below:

From the Mail Merge task pane, click on Next: Preview
your letters to move to Step 5.

Mail Merge Wizard – Step 5 of 6

Preview the letters to make sure information from
the recipient list appears correctly in the letter. You
can use the left and right scroll arrow to view each
document.

Click on Next: Completing the merge
Use these scroll arrows to preview
individual recipient's letter.
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Mail Merge Wizard – Step 6 of 6

From the mail merge task pane,
Click on Print … , if you want to print individual letter
Click Edit individual letters … , if you want to edit all the individual
letters in one document.

POINTS TO REMEMBER

Drop Cap is used to insert a capital letter that drops down below the line
of text.
MS-Word enables us to create two or more columns in our document to
format the document in newspaper style.
Equation editor is used to insert complex mathematical equations into
your document.
Header is a section of the document that appears at the top of each
page and Footer appears at the bottom of each page.
Tables are used in documents to organise and present information in
rows and columns.
Mail Merge feature is used to combine a data source with the main
document. It saves our time to send letters at multiple addresses.

Exercise

1. Answer the following questions:
a) Define Word Processing. Give some examples of word processor.
b) Write down any three features of MS-Word.

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c) Explain any two important parts of MS-Word Screen.
d) What are header and footer?
e) What is Mail Merge? Write its advantages.

2. Tick (√) the correct option (MCQs):

1. We complete the Mail Merge process in ……………………….. steps.

(i) 5 (ii) 6 (iii) 7 (iv) 8

2. …………….. is the text that is printed at the bottom of the page.

(i) Footline (ii) Header

(iii) Footnotes (iv) Footer

3. …………….. contains the text that we wish to send to all the recipients.

(i) Merge Field (ii) Data source

(iii) Main document (iv) Table

4. Equation editor is available in ……………….. group of Insert tab .

(i) Symbols (ii) Illustrations

(iii) Header & Footer (iv) Pages

5. Columns tool is located in ……………………….. tab.

(i) Insert (ii) Design

(iii) Layout (iv) View

3. Write the technical term for the following statements:
a) Name of word processor developed by Google.
b) Has several commands such as New, Open, Save, Print, etc.
c) Allows the first character to be dropped.
d) Enables to type complex mathematical equations.
e) Appears at the top of each page.
f) Made up of horizontal rows and vertical columns.
g) Send same letters to multiple recipients.

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4. Match the icons to their names.
(a) (i) Page Number

(b) (ii) Google Docs

(c) (iii) Drop Cap

(d) (iv) Equation

(e) (v) Columns

(f) (vi) Footer

5. Re-arrange the steps below to create a merged document in a correct order:

• Select recipients • Select starting document

• Preview your letters • Complete the merge

• Write your letter • Select document type

Lab Activities

a) Type the below equations using Equation Editor in Microsoft Word

x2-16 = 12 3x – 5y = –2 √2 x + √2 y = 0
x2+18x+81 21 3

6 + 5 = 6 ( )x + b 2 c + b2 √a = a 1
x–1 x+1 x–2 2a a 4a2 2
=–

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b) Create the following table in MS-Word

July Homework & Test Schedule
11-15
English Sunday Monday Tuesday Wednesday Thursday Friday

Maths HW: Chap 5, Test: chap 5
Q. No. 4-6

HW: Ch. 4 HW: Ch. 4 HW: Ch. 4 HW: Ch. 4 HW: Review Test:

Ex 1-4 Ex 5-10 Ex 11-15 Ex 15-20 for test Chap 4

Science HW: Read HW: Ch. 5 Test:
Ch. 5 Q. No. 1-6 Chap5
HW: Ch. 3 HW: Prepare
Computer Ex 1-7 Presentation Test:
Chap 3

So. HW: pg Project
Studies 34, Ex. Work

Nepali 1-4

HW: Ch. 5 Ex Poem
1- 5 Competition

c) Write two pages about different computer devices in MS-Word and do the
following tasks:

i) Keep double line spacing and 12 points after paragraph spacing.
ii) Apply Justify alignment.
iii) Insert few suitable pictures in appropriate places.
iv) Apply a page border and page color of your choice.
v) Insert Header as “Computer Devices”.
vi) Insert Footer and place page number in the middle position.
vii) Apply drop cap in the first paragraph of your document.

viii) Save this document as “devices.docx”.

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d) Prepare a document in MS-Word in the given format:

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Worksheet

Your school is going to present a certificate to the students who have won the
inter-house story-telling competition.
1. Create the following data source file using a spreadsheet program and save

under “data.xlsx” in your folder.

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2. The certificate for the story-telling winner looks like:

Narayan Pradhan
(Principal)

3. Create certificates for all the winner students using Mail-Merge feature in
MS-Word.

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Lesson

6

Spreadsheet

A spreadsheet is a sheet of paper or an electronic document which has a set
of rows and columns that make a grid and allows user to save, calculate,
and manage data in a tabular form. It is also known as worksheet. Some
popular spreadsheet applications are Microsoft Excel, Google Sheet, Libre
Office – Calc, etc.

Microsoft Excel Google Sheet Libre Office

Microsoft Excel

MS-Excel is one of the most popular and most widely
used spreadsheet application developed by Microsoft
Corporation. It is used to organize, analyze data, and
plot charts on data in the form of rows and columns.

Features of MS-Excel Microsoft Excel

Formulae and Functions: Formulae are mainly used for simple
arithmetic calculation such as addition, subtraction, multiplication,
and division. Functions are build-in formulae used for different
calculations such as SUM (), AVERAGE (), COUNT (), MAX (), etc.

Formatting features: It improves the appearance of data.

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Auto calculation: Every time a change is made in a single cell. The data
is recalculated.

Fast searching with sorting and filtering features of data.
Data can be entered in series using Autofill option.
Charts: Data can be viewed in a graphical form as charts to easily

understand, analyze and compare data.

Recalling from previous class

Using Autofill Feature

Autofill in MS-Excel allows you to enter a predefined series of data (numbers,
dates, names) in a worksheet.

Formatting Data

We can format the data or text we type in cells. We can change fonts, format
border and apply pattern, and color to a range of cells.

Types of data entered in Excel

There are four types of data that can be entered in a worksheet: Text Data,
Numeric Data, Date & Time, and Formula.

Copying the formula

You do not need to type the same formula in every cell. You can easily copy
the formula for the remaining calculation.

Cell, Cell Address, and Cell Ranges

A cell is the intersection of a row and a column. For example, the cell D5 is
formed by the intersection of column D and row 5.
Each cell is identified by its unique address called cell address. A cell
address is formed by using column name and row number. For example, the
cell formed by column D and row 5 has a cell address D5. Cell address is also
called cell reference.

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Cell Range is a rectangular
region on a worksheet formed by
two or more cells. The address of
the cell range is formed by the
address of the first cell and the
last diagonal cell, separated by
a colon ( : ) sign. For Example,
A2:C6, includes all cells from A2
to C6.

Performing Calculation in MS-Excel

You can perform different arithmetic operation such as addition, subtraction,
multiplication, and division of the numbers by using formulae or functions
in MS-Excel.

Entering Simple Formula

Formulae are instructions to perform calculations in the worksheet. A
formula always starts with an equal sign (=). The result of the calculation is
displayed in the cell where the formula is entered. A formula is formed by
cell addresses, operators, numbers, and excel functions.

Note:
Lower case and Upper case both letters can be used in formula in Excel.
You can use Autofill handle to copy the formula to calculate total of
other students.

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Operators

They are symbols that specify the calculations to be performed.

Operator Description Example Result
+ Adds two numbers =7+2 9
- Subtracts second number from the first number =7-2 5
* Multiplies two numbers =7*2 14
/ Divides first number by second number =7/2 3.5
^ Raises a number to a power =7^2 49

Data Sorting in MS-Excel

Sorting means arranging data of the worksheet in alphabetical (a-z or z-a)
or numerical (ascending or descending) order.

Why to sort data?

Sorting makes easier to find and analyze data.

Follow the steps below to sort data in a column

Step 1 : Create a worksheet as given below and click on the column
B to sort the data on the basis of students’ name.

Step 2 : On Home tab, click on the Sort & Filter button of Editing
group.

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Step 3 : Click on Sort A to Z option.

Step 4 : A dialog box appears. Click on Sort button.
Step 5 : Save you worksheet by suing File o Save option.

Data Filter in MS-Excel

The Data Filter command of MS-Excel is used to see only the data which
matches the criteria given. It temporarily hides all other records that do not
match with the criteria mentioned. When the filter is removed from the data
the entire worksheet becomes visible.

Follow the steps below to filter data
Step 1 : Create a worksheet as shown below.

Step 2 : To apply filter on the data, click on any cell within the data.

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Step 4 :
On Home tab, click on the Sort & Filter
button of Editing group.
Click on Filter option.
Each column heading has a down
arrowhead button as shown below.

Step 5 : Click on the down arrowhead of Gender column. A list
of criteria will be displayed. Select only Female as in below
figure.

Step 6 : Click on OK.
Now, only the data of Female students appears.

Removing Filter

Follow the steps below to remove a filter:

Step 1 : On Home tab, click on the Sort & Filter button of Editing
group.

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Step 2 : Click on Filter option.
Now, the filter gets removed and all the data reappears in the
worksheet.

Functions in MS-Excel

Functions are pre-defined formulae in Excel to perform simple and complex
calculations using specific values. They accept the arguments and return
values.

Structure of a Function

It begins with an ‘equal to’ sign ( = ), followed by the function name, an
opening parenthesis, the arguments for the functions separated by commas
and a closing parentheses.

=function_name(argument list) Parenthesis

Function name

Equal to sign = sum (D2:F2)

Arguments

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Rules to Enter a Function

All Excel functions must begin with an ‘equal to’ sign ( = ).
Function name must be a valid Excel name. Exampe: SUM, AVERAGE
Function name must be followed by opening and closing parenthesis

(round brackets).
Parenthesis contains arguments within.

For Example: =AVERAGE(D2:F2)

Using some Excel Functions

SUM

It adds all the numbers in a given range of cells.
Syntax : = SUM (range or numbers)
Example : = SUM (A1:A5) gives the output 236.

AVERAGE

It calculates the average of the numbers in a given range of cells.
Syntax : = AVERAGE (range or numbers)
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Example : = AVERAGE (A1:A5) gives the output 47.2.

COUNT

It counts the number of cells in a given ranges of cells that contain numerical
value.

Syntax : = COUNT (range or numbers)
Example : = COUNT (A1:A5)

MAX

It returns the largest value in a given range of cells.

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Example :
= MAX (range or numbers)
= MAX (A1:A5) gives the output

MIN

It returns the smallest value in a given range of cells.

Syntax : = MIN (range or numbers)
Example : = MIN (A1:A5) gives the output

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IF Function

This is a conditional function. It is used for logical calculation. Any condition
always results in either TRUE or FALSE. The IF function returns the first
value if the condition specified evaluates to TRUE and the second value if it
evaluates to FALSE.

Syntax : = IF ( condition, value_if_True, value_if_False)
Example : = IF(C2>=40, Pass”, Fail”)

This means that if the value in the cell C2 is greater than or equal to 40,
return value “Pass”, otherwise return value “Fail”.

Conditional Formatting in MS-Excel

Conditional Formatting is a feature in MS-Excel that sets a cell’s format
according to the conditions that you specify. Using this feature, you can
apply different formatting options based on the values of the cells.

Follow the steps below to apply Conditional Formatting:

Step 1 : Create the worksheet as shown below and select the cells
within the range. Here, it is C2:F6.

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Step 3 :
Click on Home tab and then click on Conditional
Formatting from Styles group.
Select the required option from the drop-down list to specify
the condition. For example, Highlight Cell Rules ( o )
Less Than.

Step 4 : The Less Than dialog box appears. Type the value to frame
the condition. In this example, type 40 and choose the
formatting style you want. Let’s choose “Red Text”.

Step 5 : Click on OK button. Now, you will see the values which are
less than 40 in red color.

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Charts in MS-Excel

Charts are pictorial representations of data. Charts make it easier for a
person to understand the meaning of a large amount of data at a glance.
Charts provide more accurate overview of information. They also help us to
analyze the data as well. Charts are more attractive and appealing than a
simple presentation.

Elements of Charts b) Chart Title e) Chart Area

f) (ii) Value Axis h) Gridlines
d) Plot Area

c) Legend

g) Category Name

g) Category Name

a) Data Series f) (i) Category Axis

a) Data Series : It refers to the set of data values that are plotted
in a chart.

b) Chart Title : It is the heading of a chart. It helps the user to
understand what the chart represents.

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c) Legend : It identifies each data series in a chart. Each data
series is assigned a unique pattern or color to
d) Plot Area : differentiate on one of the sides of the chart.
It is the area containing the chart, axes, and
e) Chart Area : gridlines.
It is the entire area containing the chart and all
f) Axes : its elements – Plot area, titles, legend, data table,
etc.
g) Category Name : The horizontal and the vertical lines that surround
the plot are called the axes.
h) Gridlines : (i) Category axis:

It is the horizontal axis of a chart. It is also
known as X-axis.
(ii) Value axis:
It is the vertical axis used to plot the values.
It is also known as Y-axis.
They are the labels which are displayed on the X
and Y axis.
These are the horizontal or the vertical lines in the
plot area. These lines make it easier to identify
the value of each data point on the chart.

Creating Charts

Charts can be created in the existing worksheet or as an object in a separate
sheet in the current workbook, using information present in rows and
columns of a worksheet. There are two methods to create a chart.

First Method

Excel is capable of choosing an appropriate chart for users on its own.
To use this method, one can select the chooser cells of data and press Alt+F1

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or F11 key. We see that a new chart tab has appeared along with sheet tabs
at the bottom of Excel window.

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Second Method

Follow the following below steps to create a chart of your choice:

Step 1 : Select the required cells of data.
Step 2 : From the Insert tab, click on the More button of Chart
Group. The Insert Chart dialog box will appear.

Step 3 : Select the desired chart of your choice from the
Recommended Charts or All Charts tab.

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Step 4 : Click on OK button. The chart gets inserted onto your
current Excel worksheet.

Editing a Chart

You see a new group appears on the ribbon as Chart Tools when you click
on the chart. This group has two tabs: Design and Format.

Using these tabs, you can easily format your chart in many ways such as
changing chart layout, styles, background color, title, legend, etc.

Changing the chart type or sub-type

You can change the type or sub-type of the inserted chart. Click on the chart
and follow the steps below to change its type or sub-type.

Step 1 : Click on the Design tab.
Step 2 : Click on the Change Chart Type button in the Type group.
The Change Chart Type dialog box appears.
Step 3 : Click and choose a new chart type or sub-type.
Step 4 : Click on the OK button. The chart type gets changed.

Change the Chart Layout

You can change the layout of the chart, which refers to the position of various
elements such as chart title and legend of the chart. Follow the steps below
to change the layout:

Step 1 : Click on the Design tab.
Step 2 : Click on the Quick Layout button in the Chart Layouts
group. A list of different layout appears.

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