51 Oasis Radiant Computer Science, Book 7 You can use a short cut to open a blank document anytime. Start the New document using Ctrl + N (Hold Down the Ctrl key and press N Key) Shortcut Key. Opening Existing Document: You are allowed to open the saved document from your working folder and Drive. Follow the steps. Step (1): Click the File tab and select Open option.
Oasis Radiant Computer Science, Book 7 52 Step (2): This will display following file Open dialogue box, which lets you navigate through different file folders and also lets you select a file which you want to open. Step (3): Finally locate and select a file which you want to open . Open the document using Ctrl + O (Hold Down the Ctrl key and press O Key) Shortcut Key. Close a Document When you finish working with a document, you have to close it. Closing the document is to make the working document inactive and start new document. Step (1): Click the File tab and select Close option. Step (2): When you select Close option and if document is not saved before closing, it will display following Warning box asking whether the document should be saved not. Step (3): Now it's up to you if you want to save the changes, then click Save, otherwise click Don’t Save button.
53 Oasis Radiant Computer Science, Book 7 To go back to the document click Cancel button. This will close the document and if you had other documents open, Word displays the last document you used, otherwise, you see a blank Word window as shown below: Selecting the Text Lab Work- 1 Prepare an application for the sick leave and format the document as given below. Date: 2073/05/25 To, Head Master, Ishaneshwor Higher Secondary School Bhorletar, Lamjung Subject: Application for Sick Leave for Student Dear Sir, With due honor and respect, I would like to state the reason of writing this application to you. I am mother of Mr. Harka Man Gurung who is recently admitted in Grade 9. Today he is suffering with fever and may not be able to attend the classes. So I request you to grant a one-day sick leave to him. I look forward for getting good response from you. Thanking you, Yours Truly, Laxmi Gurung
Oasis Radiant Computer Science, Book 7 54 Selecting a text is one of the most important skills required while editing a word document. You can perform various operations on a selected text like you can delete it, copy it, move it, apply formatting to it, change its capitalisation etc. The most common method of selecting a text is to click and drag the mouse over the text you want to select. Following table lists down little other simple methods which will help you in selecting text in different scenarios: SN Component & Selection Method 1 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. 2 Selecting a single word Simply double click anywhere on the word you want to select. 3 Selecting a paragraph Simply triple click anywhere on the paragraph you want to select. 4 Selecting a sentence Hold down Ctrl key and click anywhere in the sentence you want to select. 5 Selecting a column of text Hold down Alt, click and hold the mouse button, and drag over the column you want to select. Selection Using the Selection Bar: The black shaded area in the following screen shot is called selection bar. When you bring your cursor in this area, it turns into a rightwardpointing arrow. You can use selection bar to select various components of a document as described in the following table:
55 Oasis Radiant Computer Science, Book 7 SN Component & Selection Method 1 Selecting a line Bring your mouse in selection bar area and click in front of the line you want to select. 2 Selecting a paragraph Bring your mouse in selection bar area and double click in front of the paragraph you want to select. 3 Selecting the document Bring your mouse in selection bar area and triple click. Selection using the keyboard Keyboard provides very good support when you want to select various components of the document as described in the following table: SN Key & Selection Method of Selecting Text 1 Ctrl + A Press Ctrl + A keys to select the entire document. 2 Shift Keep pressing Shift key and use any of the arrow keys to select the text. Delete Text It is very common to delete text and retype the content in your word document. You might type something you did not want to type or there is something extra which is not required in the document. Using Backspace & Delete Keys: The most basic deletion technique is to delete characters one at a time by pressing either backspace or delete keys. Following table describes how you can delete single character or whole word by using either of these two keys: SN Keys & Deletion Methods 1 Backspace Keep the insertion point just after the character you want to delete and press backspace key. Word deletes the character immediately to the left of the insertion point.
Oasis Radiant Computer Science, Book 7 56 2 Ctrl + Backspace Keep the insertion point just after the word you want to delete and press Ctrl + Backspace key. Word deletes the whole word immediately to the left of the insertion point. 3 Delete Keep the insertion point just before the character you want to delete and press Delete key. Word deletes the character immediately to the right of the insertion point. 4 Ctrl + Delete Keep the insertion point just before the word you want to delete and press Ctrl + Delete key. Word deletes the word immediately to the right of the insertion point. Delete Using Selection Method You have learnt how to select various parts of a word document. You can make use of that learning to delete those selected parts as described in the following table: SN Component Selection & Delete Methods 1 Deleting text between two points Click at the start of the block of text, hold down Shift, and click at the end of the block to select the text and finally press either backspace or delete key. 2 Deleting a single word Simply double click anywhere on the word you want to delete and finally press either backspace or delete key. 3 Deleting a paragraph Simply triple click anywhere on the paragraph you want to delete and finally press either backspace or delete key. 4 Deleting a sentence Hold down Ctrl key and click anywhere in the sentence you want to delete and finally press either backspace or delete key. 5 Deleting a column of text Hold down Alt, click and hold the mouse button, and drag over the column you want to delete and finally press either backspace or delete key.
57 Oasis Radiant Computer Science, Book 7 6 Deleting a line Bring your mouse in selection bar area and click in front of the line you want to delete and finally press either backspace or delete key. 7 Deleting entire document content Press Ctrl + A keys to delete the entire document and finally press either backspace or delete key. Copy, Cut & Paste the text To use copy and paste or cut and paste operations, word makes use of a temporary memory which is called clipboard. When you copy or cut a text then temporarily it stays in the clipboard and in the second step you can paste this content at desired location. Copy & Paste Operation: 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 its original location. Step (1): Select a portion of the text using any of the text selection methods.
Oasis Radiant Computer Science, Book 7 58 Step (2): At second step, you have various options available to copy the selected text in clipboard. Just use any one of them which you like the most: • Using Mouse Right Click: If you right click on the selected text, it will display copy option. Just click this option to copy the selected content in clipboard. • Using Ribbon Copy Button: After selecting a text, you can use copy button available at the ribbon to copy the selected content in clipboard. • Using Ctrl + C Keys: After selecting a text, just press Ctrl + C keys to copy the selected content in clipboard. Step (3): Finally click at the place where you want to copy selected text and use either of these two simple options: • Using Ribbon Paste Button: Just click paste button available at the ribbon to paste the copied content at the desired location. • Using Ctrl + V Keys: This is the simplest way of pasting the content. Just press Ctrl +V keys to paste the content at the new location. Note: You can repeat paste operation as many times as you like to paste the same content.
59 Oasis Radiant Computer Science, Book 7 Cut & Paste Operation: Cut operation will cut the content from its original place and move the content from its original location to a new desired location. Following is the procedure to move the content in word: Step (1): Select a portion of the text using any of the text selection methods. Step (2): At second step, you have various options available to cut the selected text and put it in clipboard. Just use any one of which you like the most: • Using Mouse Right Click: If you right click on the selected text, it will display cut option, just click this option to cut the selected content and keep it in clipboard. • Using Ribbon Cut Button: After selecting a text, you can use cut button available at the ribbon to cut the selected content and keep it in clipboard. • Using Ctrl + X Keys: After selecting a text, just press Ctrl + X keys to cut the selected content and keep it in clipboard. Step (3): Finally click at the place where you want to move the selected text and use either of these two simple options:
Oasis Radiant Computer Science, Book 7 60 • Using Ribbon Paste Button: Just click paste button available at the ribbon to paste the content at the new location. • Using Ctrl + V Keys: This is the simplest way of pasting the content. Just press Ctrl + V keys to paste the content at the new location. Find & Replace 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 many times you will be willing to replace this word with another word at all the few or all the places throughout of the document. You have to find a word or phrase in a document and replace the existing word with any other word using simple steps. Find Command: The Find command enables you to locate specific text in your document. Following are the steps to find a word document in the following screen: Step (1): Type some text or open the document. Step (2): Click the Find option in the Editing group on the Home tab or press Ctrl + F to launch the Navigation pane.
61 Oasis Radiant Computer Science, Book 7 Step (3): Enter a word which you want to search in the search box. As soon as you finish typing, Word searches for the text you entered and displays the results in the navigation pane and highlights the word in the document as well as follows: Step (4): You can click clear button (X) to clear the search and results and perform another search. Step (5): You can use further options while searching for a word. Click option button to display options menu and then click Options option which will display a list of options. You can select options like match case to perform case sensitive search. Step (6): Finally, you can click close button (X) to close the Navigation Pane. Replace Operation You can search the text and replace the text as per your requirement by following the steps below:
Oasis Radiant Computer Science, Book 7 62 Step (1): Click the Replace option in the Editing group on the Home tab or press Ctrl + H to launch the Find and Replace dialogue box . Step (2): Type a word which you want to search and a word which would like to replace with in the Find and Replace dialogue box as follows: Step (3): Click Replace button available on Find and Replace dialogue box and you will see the first occurrence of the searched word would be replaced with the replace with word. Clicking again on Replace button would replace next occurrence of the searched word. If you will click Replace All button then it would replace all the found words in one go. You can also use Find Next button just to search the next occurrence and later you can use Replace button to replace the found word. Step (4): You can use More >> button available on the dialogue box to use more options and to make your search more specific like case sensitive
63 Oasis Radiant Computer Science, Book 7 search or searching for whole word only, etc. Step (5): Finally if you are done with finding and replacing operation, you can click Close (X) or Cancel button of the dialogue box to close the box. Spell and Grammar Checking Microsoft Word provides a Spelling and Grammar Checker which enables you to search for and correct all spelling and grammar mistakes in your document. • A red underline shows spelling errors. • A green underline shows grammar errors. • A blue line under correctly spelled but misused words. Check Spelling and Grammar using Review tab Here is the simple procedure to find out spelling mistakes and correcting them: Step (1): Click the Review tab and then click Spelling & Grammar button. Step (2): A Spelling and Grammar dialogue box will appear and will display wrong spellings or grammar and correct suggestions as shown alongside: Now you have the following options to fix the spelling mistake: • Ignore: If you are willing to ignore a word then click this button and Word ignores the word throughout the document. • Ignore All: Like Ignore, but ignores all occurrences of the same misspelling, not just this one. • Add to Dictionary: Choose Add to Dictionary to add the word to the
Oasis Radiant Computer Science, Book 7 64 Word spelling dictionary. • Change: This will change the wrong word using the suggested correct word. • Change All: Like Change, but changes all occurrences of the same misspelling, not just this one. • AutoCorrect: If you select a suggestion, Word creates an AutoCorrect entry that automatically corrects this spelling error from now on. Following are the different options in case you have grammatical mistake: • Next Sentence: You can click Next Sentence to direct the grammar checker to skip ahead to the next sentence. • Explain: The grammar checker displays a description of the rule that caused the sentence to be flagged as a possible error. • Options: This will open the Word Options dialogue box to allow you to change the behaviour of the grammar checker or spelling options. • Undo: This will undo the last grammar changed. Step (3): Select one of the given suggestions you want to use and click Change option to fix the spelling or grammar mistake and repeat the step to fix all the spelling or grammar mistakes.
65 Oasis Radiant Computer Science, Book 7 Step (4): Word displays a dialogue box when it finishes checking spelling and grammar mistakes. Finally Click OK. Check Spelling and Grammar using Right Click If you click a right mouse button over a misspelled word, then it would show you correct suggestions and above mentioned options to fix the spelling or grammar mistake. Zoom In and Zoom Out Microsoft Word provides a functionality to apply zoom-in and zoom-out operations on a document. When we apply zoom-in operation, it enlarges the size of text whereas applying zoom-out operation reduces the size of text. A zoom operation just changes the size of the font on-screen without impacting any other attribute of the document. Zoom-in & Zoom-out using view Here is the simple procedure to apply zoom-in or zoom-out operation using view tab: Step (1): Click the view tab and then click Zoom button which is shown alongside. Step (2): When you click Zoom button, a Zoom dialogue box will appear as shown below and will display zoom
Oasis Radiant Computer Science, Book 7 66 options box to select a value to reduce or increase the size of the document on-screen. By default it will be 100%, you can select 200% to increase the size of the font or 75% to reduce the size of the font. You can send view at custom percent as well by entering a value in the given box. You can click the Many pages down arrow and select to display multiple pages. Step (3): Once you are done with selecting an option, click OK to apply the changes on the document. Step (4): Try different options available, for example Page Width and Text Width. Zoom-in & Zoom-out using (+) and (-) Buttons: Following screen capture shows two buttons Zoomout which is (-) button and Zoom-in which is (+) button. Step (1): Click Zoomout button, you will find that your document size will decrease by 10% each time you click the button. In similar way if you click on Zoom-in button your document size will increase by 10% each time you click the button.
67 Oasis Radiant Computer Science, Book 7 Step (2): Try this simple operation with different values to see the difference. Above screen capture shows 140% zoom-in view of the document. Undo and Redo the Changes Microsoft word provides two important features called Undo, which is used to undo the previous action and second one is Repeat or Redo, which is used to repeat the previous action. For example, if you mistakenly delete text, you can use the Undo feature to recover it. In similar way if you delete a character and you want to delete more characters then you can use Repeat operation. How to use Undo & Repeat operations: You can access the Undo and Repeat buttons from the Quick Access toolbar. You should make a note that Repeat button is also called Redo button and both operations have same meaning. Here is the simple procedure to apply undo or repeat (redo) operations: Step (1): Let us type some text in a blank document as typed above. Now click Repeat (Redo) button and you will see that word would repeat the same operation for you. Step (2): Now to examine undo operation, let us delete last word operation character by character so that you have following text remaining in the line. Step (3): Let us try to click Undo button one by one. You will see that work would recover all the deleted characters one by one after performing few undo operations.
Oasis Radiant Computer Science, Book 7 68 Shortcuts to use Undo & Repeat operations: You can use the following Short Cut keys for Undo and Redo. Shortcuts Operation Ctrl + Z Undoes the previous action. Ctrl + Y Repeats the previous action. Setting Text Fonts and Size Microsoft word allows you to use different fonts with different size. You can change your document’s appearance by changing the fonts and their size. Usually you use different fonts for paragraphs and headings. So it is important to learn how to use different fonts. Step (1): Select the text that you want to change to a different font and click Home tab. Now click Font Type button to list down all the fonts available as shown below. Step (2): Try to move mouse pointer over different fonts listed. You will see that text font changes when you move mouse pointer over different fonts. You can use Font Scroll Bar to display more fonts available. Finally, select a desired font by clicking over the font name in the list. Step (3): In Similar way, to change the font size, click over the Font Size button which will display a font size list. You will use same procedure to select a desired font size what you have used while selecting a font type.
69 Oasis Radiant Computer Science, Book 7 Text Decoration Changing the text into italic shape, underlining the text or making it bold to look fancier is called text decoration. You can make the text more decorative with such changes. Making text bold: A bold text appears with heavy weight and dark ink and we use bold text to give more emphasis on the sentence. Step (1): Select the text that you want to change to a bold font. Step (2): Click Font Bold [ B ] button in the Home tab Font group, or simply use Ctrl + B keys to make selected text bold. Making text Italic: An italic text appears with a small inclination and we use italicized text to differentiate it from other text. Step (1): Select the text that you want to change to Italic. Step (2): Click Font Italic [ I ] button in the Home tab Font group, or simply use Ctrl + I keys to convert text in italic.
Oasis Radiant Computer Science, Book 7 70 Underline the Text: An underlined text appears with an underline and we use underlined text to make it more distinguished from other text. Step (1): Select the text that you want to change to a Underline. Step (2): Click Font Underline [ U ] button in the Home tab Font group, or simply use Ctrl + U keys to put an underline under the text. Strikethrough the Text: Strikethrough text will look like a line has been drawn through its middle. A strikethrough text indicates that it has been deleted and not required any more. Step (1): Select the text that you want to change to make strikeout. Step (2): Click Font Strikethrough [ abc ] button in the Home tab Font group to put a line in the middle of the text which is called strikethrough the text.
71 Oasis Radiant Computer Science, Book 7 Change Text Cases You can also capitalise a character you are typing by pressing and holding SHIFT while you type. You can also press CAPS LOCK to have every letter that you type capitalised, and then press CAPS LOCK again to turn off capitalisation. But after typing you have to use change case option to change into capital and small letters. Sentence Case: A sentence case is the case where first character of every sentence is capitalised. Step (1): Select the text that you want to change to a bold font. You can use any of the text selection method to select the text. Step (2): Click the Change Case button and then select Sentence Case option to capitalise the first character of every selected sentence. Lowercase: A lowercase is the case where every word of a sentence is in lowercase (Small Letter). Step (1): Select the text that you want to change into lower case. Step (2): Click the Change Case button and then select Lowercase option to display all selected words in small letters.
Oasis Radiant Computer Science, Book 7 72 Uppercase An uppercase is the case where every word of a sentence is in uppercase (Capital Letter). Step (1): Select the text that you want to change into Capital Letters. Step (2): Click the Change Case button and then select UPPERCASE option to display all selected words in all caps. All characters of every selected word will be capitalised. Capitalise Each Word A capitalised case is the case where every first character of every selected word is in capital. Step (1): Select the text that you want to change into capitalise each word. Step (2): Click the Change Case button and then select Capitalise Each Word option to put a leading cap on each selected word.
73 Oasis Radiant Computer Science, Book 7 Toggle the Text Toggle operation will change the case of every character in reverse way. A capital character will become lower case and lower case character will become upper case. Step (1): Select the text that you want to change into toggle case. Step (2): Click the Change Case button and then select tOGGLE cASE option to change all lowercase words into uppercase and uppercase words into lowercase. Change Font Colours: When you are typing the text, it comes in black colour, but you can change your font colour to any of the colour which you can imagine. Step (1): Select the text that you want to change colour. Step (2): Click the Font Colour button triangle to display a list of colours. Try to move your mouse pointer over different colours and you will see text colour will change automatically. You can select any of the colours available by simply clicking over it. If you do not find a colour of your choice, you can use More Colours option to display colour pallet box which allows you to select required colour.
Oasis Radiant Computer Science, Book 7 74 Text Alignments Moving the text to different places of the screen is called text alignment. There are four types of paragraph alignment available in Microsoft Word: left-aligned, centered, right-aligned, and justified. Left Alignment A paragraph’s text will be said left aligned if it is aligned with left margin. Step (1): Click anywhere on the paragraph you want to align and click Align Text Left button available on Home tab or simply press Ctrl + L keys. Center Alignment A paragraph’s text will be said center aligned if it is in the center of the left and right margins. Step (1): Click anywhere on the paragraph you want to align and click Center button available on Home tab or simply press Ctrl + E keys. Right Alignment A paragraph’s text will be said right aligned if it is aligned with right margin. Step (1): Click anywhere on the paragraph you want to align and click Align Text Right button available on
75 Oasis Radiant Computer Science, Book 7 Home tab or simply press Ctrl + R keys. Justified Alignment A paragraph’s text will be said justify aligned if it is aligned with both left and right margins. Step (1): Click anywhere on the paragraph you want to align and click Justify button available on Home tab or simply press Ctrl + J keys. Lab Work- 2 Prepare the document and apply text alignment, insert picture, copy and move text, find and replace the text by selecting the text with different methods. Bill Gates Bill Gates and his partner Paul Allen built the world’s largest software company, which is popular as Microsoft. He became the richest person in the world. He is a major patron of Bill & Melinda Gates Foundation. Bill Gates was born William Henry Gates III on October 28, 1955, in Seattle, Washington. Gates began to show an interest in computer programming at the age of 13 at the Lakeside School. He pursued his passion through college. Striking out on his own with his friend and business partner Paul Allen, Gates found himself at the right place at the right time. Through technological innovation, keen business strategy and aggressive business tactics, he built the world’s largest software business, Microsoft. In the process, Gates became one of the richest men in the world. He is a major patron of Bill & Melinda Gates Foundation
Oasis Radiant Computer Science, Book 7 76 Page Margins and Printing Margins are the spaces between the edge of the paper and the text. You can adjust the right, left, top, and bottom margins of your document. By default, Word sets all margins left, right, top, and bottom to one inch. Adjust Margins: Following are the simple steps which will be used to set margins for an opened document. Step (1): Open the document whose margins you want to set. Step (2): Click the Page Layout tab, and click Margins button in the Page Setup group. This will display a list of options to be selected but you have to click Custom Margins option available at the bottom. Step (3): You will have to display a Page Dialogue Box as shown below where you can set top, left, right and bottom margins under the Margins tab. Select Apply to option to apply the margin on selected text or complete document. Step (4): If you are going to bind the document and want to add an extra amount of space on one edge for the binding, enter that amount in the Gutter text box, and
77 Oasis Radiant Computer Science, Book 7 select the side the gutter is on with the Gutter Position drop-down list. After setting all the desired values for all the margins, click OK button to apply the margins. Inserting picture You can beautify your Microsoft Word documents by inserting a variety of pictures. Following are the simple steps to add an existing picture in your word document. It is assumed that you already have a picture available on your PC before you add this picture in your word document. Step (1): Click in your document where you want to add a picture. Step (2): Click the Insert tab and then click Picture option available in illustrations group, which will display Insert Picture dialogue box. Step (3): You can select a required picture using Insert Picture dialogue box and place is on required place of the document. You can resize the picture as your requirement. Lab Work- 3 Prepare the document. (Give bullets and numbering, use Undo and Redo, check Line spacing, format text and insert picture) Heritage of Nepal The term ‘heritage’ refers to valuable objects and qualities such as historical buildings and cultural traditions that have been passed down from previous generation are to the present generation. The heritage reflects art, cultural and tradition of the country. UNESCO has included Chitwan National Park in the list of World Heritage in 1984 and Sagarmatha National Park in 1979 AD.
Oasis Radiant Computer Science, Book 7 78 The following are national heritage sites listed in World Heritage Sites by UNESCO. a. Lumbini b. Pashupati Area c. Sagarmatha National Park d. Chitwan National Park e. Hanumandhoka Durbar Square f. Patan Durbar Square g. Bhaktapur Durbar Square h. Changunarayan Temple i. Bauddhanath Stupa j. Swayambhunath Stupa Key Points • Word processor is a system that helps to create, edit and format the text for documentation. • Standard word processor gives the facilities of text editing, spell checking, grammar correction, etc. • Major features of MS Word are: text wrap, spell check, text searching, bullets, etc. • User should preview the page before print. It shows the actual form of document after print. • Line spacing gives the gap between lines. • Page setup helps to set top, left, right and bottom margins. It also helps to select paper size. • Page orientation defines the portrait and landscape form of page. • Tab setting helps to set the position on the screen. We can press tab key to jump on these position for typing the text. • Header and footer help to type the text on top and bottom margins of page. • Insert key activates the type over option on the document. • We can insert the picture from clip gallery and from file. • We can create a table of specified size.
79 Oasis Radiant Computer Science, Book 7 1. Answer the following questions. a. What is word processing? b. List the application area of MS Word. c. List the features of MS Word. d. Is MS Word a word processor? How? e. What is Copy and Move text? f. What is line spacing? g. What is spell checking? h. Define the term alignment. i. What is inserting picture? Write the sources of objects. 2. Write the steps to do following: a. To save a file b. To replace the text with new text c. To copy and move text d. To align text at center e. To insert picture f. To change font 3. Differentiate between: a. Copy and Move b. Center and Justify text c. Undo and Redo 4. Write the functions of the following shortcut keys. a. Ctrl + A b. Ctrl + C c. Ctrl + V d. Crl + X e. Ctrl + E f. Ctrl + S Exercise
Oasis Radiant Computer Science, Book 7 80 g. Ctrl + O h. Ctrl + N i. Ctrl + Z j. Ctrl + Y 5. Fill in the blanks a. The file created on MS Word is called __________ file. b. __________ gives the status of document. c. __________ bar helps to scroll screen. d. The text display on top margin of document is called __________. e. To control the jumping of tab we have to do __________ setting. f. Ctrl + N is the short cut key of __________ document. g. MS Word is popular __________. 6. State True and False a. MS Word is system software. b. We cannot write anything on top and bottom margin of page. c. Clip gallery is the collection of clips. d. We can insert the picture on MS Word from our floppy disk also. e. Spelling check option is on format menu. f. Tab setting is the process to control movement of tab key. g. Alignment is the process to move text at center, left and right. h. We can set the margin from page setup option. i. We can print selected text on MS Word. 7. Class Activity and Project Work a. Prepare your own Bio-data on MS Word. b. Set top, left, right and bottom margins on the page. c. Copy some text from one location to another location. d. Search a particular word written in your document and replace that word with a new word.
81 Oasis Radiant Computer Science, Book 7 Microsoft Excel 6 Chapter 8 Basic concept of MS Excel 8 Worksheet of MS Excel 8 Graph using worksheet 8 Apply formula and print worksheet
Oasis Radiant Computer Science, Book 7 82 Microsoft Excel The term spreadsheet refers to a large sheet of paper with multiple rows and columns for record keeping and calculation. Spreadsheets are large electronic sheets where documents are created and modified. The examples of spreadsheet packages are MS-Excel, Quarto Pro, Locus 1, 2, 3, etc. MS Excel is a full-featured spreadsheet programme. It is used in various accounting applications. It runs on a simple operating system. It was developed by Microsoft Company. It is used for official tasks for simple mathematical and logical calculations. Features of MS-Excel • It is used for creating worksheets and workbooks. • It allows us for opening and saving workbooks. • It is used for preparing charts, presenting numerical information in graphical form. • It provides formulas for simple mathematical and logical operations. Application of MS-Excel • It is used for basic spreadsheet calculations. • It is used to prepare the budget. • It is used for data analysis. • It is used to prepare income statement, tax statement, loan statement, etc. • It is used for scientific and engineering data processing. • It is used to prepare graphical presentation. Microsoft Excel 6 Chapter
83 Oasis Radiant Computer Science, Book 7 Getting Started with Excel 2010 We can start the MS Excel by using the following steps: Step (1): Click Start button. Step (2): Click All Programmes option from the menu. Step (3): Search for Microsoft Office from the sub menu and click it. Step (4): Search for Microsoft Excel 2010 from the submenu and click it.
Oasis Radiant Computer Science, Book 7 84 This will launch Microsoft Excel 2010 application and you will see the following Excel window. Following is the basic window which you get when you start Excel application. There are different components of MS Excel Window. File Tab: The File tab replaces the Office button from Excel 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 sheets, print a sheet, and do other file-related operations. Quick Access Toolbar: You will find this just above the File tab and its purpose is to provide a convenient resting place for the most frequently used commands of Excel. You can customise this toolbar based on your comfort.
85 Oasis Radiant Computer Science, Book 7 Ribbon: Ribbon contains commands organised in 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 organise related commands; each group name appears below the group on the Ribbon. For example, group of commands related to fonts or group of commands related to alignment, etc. • Commands : Commands appear within each group as mentioned above. Title bar: This lies in the middle and at the top of the window. Title bar shows the programme and sheet titles. Help: The Help Icon can be used to get excel related help anytime you like. This provides a nice tutorial on various subjects related to excel. 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. View Buttons: The group of three buttons located to the left of the Zoom control, near the bottom of the screen, lets you switch among Excel’s various sheet views. • Normal Layout view : This displays page in normal view. • Page Layout view :This displays pages exactly as they will appear when printed. This gives a full screen look of the document. • Page Break view : This shows a preview of where pages will break when printed.
Oasis Radiant Computer Science, Book 7 86 Sheet Area: This is the area where you enter data. The flashing vertical bar is called the insertion point and it represents the location where text will appear when you type. Row Bar Rows are numbered from 1 onwards and keep on increasing as you keep entering data. Maximum limit is 1,048,576 rows. Column Bar Columns are numbered from A onwards and keep on increasing as you keep entering data. After Z, it will start a series of AA,AB and so on. Maximum limit is 16,384 columns. Status Bar: This displays sheet information as well as the insertion point location. From left to right, this bar can contain the total number of pages and words in the document, language, etc. You can configure the status bar by right-clicking anywhere on it and by selecting or deselecting options from the provided list. Dialogue Box Launcher: This appears as very small arrow in the lower-right corner of many groups on the Ribbon. Clicking this button opens a dialogue box or task pane that provides more options about the group. Entering Values in Excel Sheet area is the area where you type your text. The flashing vertical bar is called the insertion point and it represents the location where text will appear when you type.
87 Oasis Radiant Computer Science, Book 7 When you click on a box the box becomes highlighted. When you double click the box flashing vertical bar will show up and you can start entering data then. So just keep your mouse cursor at the text insertion point and start typing whatever text you would like to type. There are following three important points which would help you while typing: • Press Tab to go to next column. • Press Enter to go to next row. Move Around in Excel Sheet Excel provides a number of ways to move around a sheet using the mouse and the keyboard. Moving with Mouse You can easily move the insertion point by clicking in your text anywhere on the screen. Sometimes, if the sheet is big, then you cannot see a place where you want to move. In such a situation you would have to use the scroll bars, as shown in the following screen shot:
Oasis Radiant Computer Science, Book 7 88 You can scroll your sheet by rolling your mouse wheel, which is equivalent to clicking the up-arrow or down-arrow buttons in the scroll bar. Moving with Scroll Bars As shown in the above screen capture, there are two scroll bars: one for moving vertically within the sheet, and one for moving horizontally. Using the vertical scroll bar, you may: • Move upward by one line by clicking the upward-pointing scroll arrow. • Move downward by one line by clicking the downward-pointing scroll arrow. • Move one next page, using next page button (footnote). Moving with Keyboard The following keyboard commands, used for moving around your sheet, also move the insertion point: Keystroke Where the Insertion Point Moves Forward one box Back one box Up one box Down one box PageUp To the previous screen PageDown To the next screen Home To the beginning of the current screen End To the end of the current screen You can move cell by cell or sheet by sheet. Now click in any cell containing
89 Oasis Radiant Computer Science, Book 7 data in the sheet. You would have to hold down the Ctrl key while pressing an arrow key, which moves the insertion point as described here: Key Combination Where the Insertion Point Moves Ctrl + To the last box containing data of the current row Ctrl + To the first box containing data of the current row Ctrl + To the first box containing data of the current column Ctrl + To the last box containing data of the current column Ctrl + PageUp To the sheet in the left of the current sheet. Ctrl + PageDown To the sheet in the right of the current sheet. Ctrl + Home To the beginning of the sheet Ctrl + End To the end of the sheet Moving with Go To Command Press F5 key to use Go To command, which will display a dialogue box where you will have various options to reach to a particular box. Normally we use row and column number for example K5 and finally press Go To button. Saving Work Book Work Books are the files of MS Excel. So the process to save the files in MS Office package is similar to the saving of Work Book. After preparation of the worksheet file you have to save it for the future purposes. Step (1) : Click the File tab and select Save As option. Step (2) : Select a folder where you would like to save the sheet.
Oasis Radiant Computer Science, Book 7 90 Lab Work- 1 Prepare the result sheet format as below and save with your name. Image High School Result Sheet Roll no. Name Math Science Nepali English Computer Total Average 1 Sampada 78 76 78 79 80 ? ? 2 Sambridhhi 89 87 67 81 82 3 Prasamsha 90 89 91 92 94 4 Raghabi 78 67 89 72 78 5 Ballabi 89 85 90 92 88 6 Saujan 74 69 71 76 67 Total =C4+D4+E4+F4+G4 Average = H4/5 Step (3) : Finally, click on Save button and your sheet will be saved with the entered name in the selected folder.
91 Oasis Radiant Computer Science, Book 7 Working with Worksheet In MS Excel system, we have a workbook, with many worksheets in it. Workbooks are files, with worksheets, the working tabular screens that have many pages. Starting New Worksheet Three new, blank sheets always open when you start Microsoft Excel. But suppose that you want to start another new worksheet while you are working on another worksheet, you have to create the new worksheet. Step (1) : Right Click the Sheet Name and select Insert option. Step (2) : Now you’ll see the Insert dialogue with select Worksheet option as selected from the general tab. Click Ok button Now select the required option as per your requirement. You can use a short cut to create a blank sheet anytime. Insert new worksheet using Shift+F11 key. You will see a new blank sheet similar to above sheet is opened.
Oasis Radiant Computer Science, Book 7 92 Hiding Worksheet You can hide some worksheets so that you can maintain confidentiality about these worksheets. Step (1) Right Click the Sheet Name and select Hide option. The sheet will get hidden.
93 Oasis Radiant Computer Science, Book 7 Unhide Worksheet You can display the hidden worksheets when required. Step (1) Right Click on any Sheet Name and select Unhide... option. Step (2) Select Sheet Name in Unhide dialogue to unhide the sheet. Press Ok Button. Delete Worksheet You can delete the unwanted worksheet from the workbook but at least one worksheet should be there on the workbook. Step (1) Right Click the Sheet Name and select Delete option. The sheet will get deleted if it is empty, otherwise you’ll see a confirmation message. Step (2) Press Delete Button. Now your worksheet will get deleted.
Oasis Radiant Computer Science, Book 7 94 Closing Workbook (MS Excel Files) Workbooks are files of the MS Excel system. After completion of the work, you have to close the MS Excel file which is also called work book. Step (1) Click the Close Button as shown below. You’ll see a confirmation message to save the workbook. Step (2) Press Save Button to save the workbook . Now your worksheet will get closed. Open Workbook (MS Excel File) Step (1) Click the File Menu as shown below. You can see open option in File Menu. There are two more
95 Oasis Radiant Computer Science, Book 7 columns Recent workbooks and Recent places where you can see recently opened workbooks and recent places from where workbooks are opened. Step (2) Clicking the Open Option will open the browse dialogue as shown below. Browse the directory and find file you need to open.
Oasis Radiant Computer Science, Book 7 96 Step (3) Once you select the workbook your workbook will be opened as below: Inserting Data in Worksheet For inserting data in MS Excel just activate the cell type text or number and press enter or Navigation key. Inserting Formula For inserting formula in MS Excel go to formula bar, enter the formula and then press enter or navigation key. See the screen-shot below to understand it.
97 Oasis Radiant Computer Science, Book 7 Modifying Cell Content For modifying the cell content just activate the cell, enter a new value and then press enter or navigation key to see changes. See the screen-shot alongside to understand it. Row and Column Basics MS Excel is in tabular format consisting of rows and columns. • Row runs horizontally while Column runs vertically. • Each row is identified by row number which runs vertically at the left of the sheet. • Each column is identified by column header which runs horizontally at the top of the sheet For MS Excel 2010 Row numbers range from 1 to 1048576 in total 1048576 rows and Columns ranges from A to XFD in total 16384 columns Cell The intersection of rows and columns is called cell. Cell is identified with a combination of column header and row number. For example: A1, A2
Oasis Radiant Computer Science, Book 7 98 Find and Replace Data You can search some data and replace these data with the new value according to your requirement. You can perform it using the following steps: • Choose Home • Choose Find & Select -> Find or press Control + F Key. You will get the following dialogue box. • You can see the Find and Replace dialogue as below. • You can replace the found text with the new text with Replace tab Zoom By default everything on screen is displayed at 100% in MS Excel. You can change the zoom percentage from 10% (tiny) to 400% (huge). Zooming doesn’t change the font size, so it has no effect on printed output. You can view the zoom slider at the right bottom of the workbook as shown alongside.
99 Oasis Radiant Computer Science, Book 7 Zoom In You can Zoom In the workbook by moving slider to right. It will change only the view of the workbook. You can have maximum of 400% zoom in. See the screen-shot on the right. Zoom Out You can zoom out the workbook by moving slider to left. It will change only the view of the workbook. You can have maximum of 10% zoom in. See the screen-shot on the left. Lab Work- 2 Prepare the worksheet and apply the formula where applicable. Nepal Enterprises Sno Particular Quantity Rate Amount Formula 1 Mouse 12 120 1440 =C3*D3 2 Keyboard 45 135 6075 =C4*D4 3 Hard Disk 34 5600 190400 =C5*D5 4 Monitor 23 8790 202170 =C6*D6 5 Printer 6 24500 147000 =C7*D7 6 Scanner 7 3500 24500 =C8*D8 Total 571585 =SUM(E3:E8) VAT 74306.05 =E9*13% Net Amount 645891.1 =E9+E10
Oasis Radiant Computer Science, Book 7 100 Formatting Cell MS Excel Cell can hold different types of data like Numbers, Currency, Dates, etc. You can set the cell type in various ways as below: • Right Click on the cell » Format cells » Number. • Click on the Ribbon from the ribbon. Various Cell formats Below are various cell formats. • General : This is default cell format of Cell. • Number: This displays cell as number with separator. • Currency : This displays cell as currency i.e with currency sign. • Accounting : This is similar to currency used for accounting purpose. • Date : Various date formats are available under this like 17-09-2013, 17th-Sep-2013, etc. • Time : Various time formats are avilable under this like 1.30PM, 13.30, etc. • Percentage : This displays cell as percentage with decimal places like 50.00%. • Fraction : This displays cell as fraction like 1/4 ,1/2 etc