TCS ICT Book 4

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2.8. Viewing the 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 Let’s Present

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.

4. Alternatively, you can use the
arrow keys on your keyboard

to move forward or backwards
through the presentation.

5. Press the Esc key to exit presentation mode.







Quick Tip



You can also press the F5 key at the top of your keyboard to start
a presentation.






























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Let’s Review


1. PowerPoint is a computer program that allows you to create and show slides to

support a presentation.
2. Slides contain the information you will present to your audience.

3. A theme is a predefined combination of colours, fonts, and effects.
4. PowerPoint allows you to add effects to the text inside of a text box, which is known

as WordArt.
5. Slide transition is the visual effect that occurs when you move from one slide to the

next.
6. MS PowerPoint allows you to add audio to your presentation such as background

music, sound effect or record narration.
7. PowerPoint allows you to insert a video onto a slide and play it during your

presentation.
8. Hyperlinks and action buttons allow to link files and other slides within PowerPoint.

9. 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).
10. 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.
11. While viewing the presentation, you can switch between slides through arrow keys

on your keyboard, mouse click or by pressing space bar.


My Word Bank

Theme
WordArt
Microsoft PowerPoint



Hyperlink

Transition Multimedia content



Action button


Presentation
Animation










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Data Analysis-Application



























Security Delivery Healthcare


























Urban Planning Energy Consumption Travelling

Spreadsheet





Formatting














Student Learning Outcomes



1. Familiarize with Excel Interface
2. Manipulate row height and column width to adjust data

3. Insert rows and columns within a data set
4. Format text within data cells

5. Save the worksheet
6. Open an existing worksheet

7. Use functions in Excel to perform different calculations
8. Use autofill tool to replicate the same function on multiple rows

9. Format decimal places within a cell.
10. Create graphs on selected dataset

11. Adjust page layout using margins and orientation for printing purpose
12. Configure printing parameters for printing the sheet (no. of copies, printer type,

number of pages and scaling)



ISTE Student Standard Coverage







Empowered Computational Creative
Learner Thinker Communicator

1a 1d 5b 5d 6d

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3.1. Overview


Excel is a spreadsheet program that allows you to store,

organize, and analyze information.

3.2. Adjusting 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.
























3. 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.
































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3.3. Adjusting 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. Release the

mouse for the change to take effect.
























3. To change the height of multiple rows, select the rows, then select Row Height from
Format drop-down menu on Home tab.























3. Enter the row height in the dialog box that appears and click OK for the change to take
effect.


























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3.4. Modifying Rows and 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. Spreadsheet Formatting

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.



































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3.5. Inserting Rows Within 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.


















2. Click the Insert command on the Home tab and select Insert Sheet Rows from the

drop-down menu. The new row will appear above the selected row (see image on
right).



















3. 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.




























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3.6. Inserting Columns Within 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. Spreadsheet Formatting



























2. Click the Insert command on the Home tab and select Insert Sheet Rows from the

drop-down menu. The new row will appear above the selected row (see image on
right).


























Quick Tip


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.










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3.7. Wrapping Text and Merging Cells


Whenever you have too much cell content to be Checkpoint
displayed in a single cell, you may decide to wrap the

text or merge the cell rather than resize a column. Excel is a spreadsheet program that
allows you to store, organize, and
Wrapping the text will automatically modify a cell’s analyze information.

row height, allowing cell contents to be displayed on The AutoFit feature will allow you to
set a column’s width to fit its content
multiple lines. Merging allows you to combine a cell automatically.

with adjacent empty cells to create one large cell.


Text Wrapping in a Cell


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. The text in the selected cells will be
wrapped.





































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Merge and Center


In our example below, we’ll merge cell A1 with cells B1:D1 to create a title heading for

our worksheet.

1. Select the cell range you want to merge. Select the Merge & Centre command Spreadsheet Formatting

on the Home tab.


































2. The selected cells will be merged, and the text will be centred.










































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3.8. 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.


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.



Select the cell(s) you want to modify.

Then select one of the three horizontal
alignment commands on the Home

tab. In our example, we will choose
Centre Align. The text will realign.











Vertical Text Alignment



Select the cell(s) you want to modify.
Select one of the three vertical

alignment commands on the Home
tab. In our example, we will choose

Middle Align. The text will realign.


























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3.9. Using 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.


Excel uses standard operators for formulas, such as a plus sign for addition (+), a Spreadsheet Formatting
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.



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.















3.10. Functions in Excel



A function is a predefined formula that performs calculations using specific values in
a particular order. Excel includes many common functions that can be used to quickly

find the sum, average, count, maximum value, and minimum value for a range of cells.

























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SUM


The SUM function can be used to find the total of numbers entered in a range of cells. The

SUM function follows the following syntax:



=SUM (number1, [number2],

[number3], ...)


1. Move the cell pointer to the cell (E2). Select SUM from the Autosum dropdown menu

available in the Functions tab.






























2. 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.






























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3. Press the enter key. You will then see the result of the function in cell E2. Spreadsheet Formatting























4. Now follow the same procedure to enter the formula in E3, E4 and E5 cells.
























AVERAGE


The Excel AVERAGE function calculates the average (arithmetic mean) of supplied
numbers.




=AVERAGE (number1,

[number2], ...)






The example below, calculates the average sale of the flowers sold in the months of
January, Feburary and March.













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MIN



The Excel MIN function returns the smallest value from a supplied range of cell. The
syntax of the function is:



=MIN(number1, [number2], …)





Cell E5 of the following spreadsheet shows the Excel Min function, used to retrieve the

smallest value from the set of values in cells E2:E4.




































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MAX

The Excel MAX function returns the largest value from a supplied range of cells. The
syntax of the function is:



=MAX(number1, [number2], …) Spreadsheet Formatting





Cell E5 of the following spreadsheet shows the Excel Min function, used to retrieve the

smallest value from the set of values in cells E2:E4.
























Quick Tip


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.




COUNT


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. The

COUNT function has the following syntax:




=COUNT (value1, [value2], ...)












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1. Click the cell where you want to create the function, in this example, cell B13.

2. Enter formula =COUNT (B3:B12).
3. Another way of using the COUNT function 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 7.

5. COUNT formula ignores the value in B4, B8 and B12 because they are text values.































NOW

The NOW function in Excel is a formula that displays the current date and time. It is

automatically refreshed anytime the workbook is opened or a change is made.




=NOW( )































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LEN


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, LEN function is used
to calculate the length of a text in an excel cell. The LEN function has the following Spreadsheet Formatting

syntax:

=LEN( )



In this LEN example, we are
calculating the length of the

given string or text in column 1
and apply the LEN function in

column 2, and it will calculate the
length of the Names provided in

column 1. It is important to note
that spaces are also counted as

characters.



3.11. Formatting Decimal Places




Let’s learn how to show fewer decimal
places in Excel without changing the

number itself. You can also round a
number.

On the Home tab, in the Number group,
click the Decrease Decimal button

twice.
























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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 or Decrease Decimal button in the Number section of the

ribbon until your cells are displaying the desired number of decimal places.




3.12. Absolute and Relative Reference


Relative Reference is the cell reference. When you copy a cell that has a formula, the

formula changes automatically. The change depends on the relative position of rows and
columns. For example, type the contents of columns A and B below and in cell C2, type

=A2*B2. If you copy the formula A2*B2 to cell C3, it will become A3*B3.











































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An absolute reference is used when we want to keep a cell, a row or a column
constant when copying a formula. You have to declare it when you create the

formula by using the $ (dollar sign). This way you create an absolute reference
which doesn’t change when it’s copied or filled.




Syntax Description Spreadsheet Formatting


$E$1 Cell reference will not update while copying or filling

$E1 Only the row reference will update and the column remains the

same
E$1 Only column reference will update and row remains same





Quick Tip


If you want to quickly add an absolute reference to a cell reference in a

formula you can do so by pressing the F4 button on your keyboard while
your cursor is on that cell reference in the formula.






3.13. Autofill Tool



Formulae and functions can be copied to
different cells to avoid wasting time on

typing Checkpoint
them repeatedly. Look at the following

worksheet which has been prepared in Wrapping automatically modifies a
cell’s row height, to fit the content on
Microsoft Excel. AutoFill is a function of multiple lines.

Excel to automatically fill in the next value Merging allows you to combine a cell
in the next cell. To create an AutoFill, you with adjacent empty cells to create
one large cell.
have to hold down the right button on
the cell and move the cursor horizontally

or vertically then release the button. After releasing the button, the AutoFill value will be
automatically filled into the cell.










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The function =SUM(B2:D2) has been applied to cell E2. This will give the total marks of the
first student. To obtain the total marks of the second student, the function =SUM(B3:D3)

should be applied. The functions to obtain total marks of the other students, 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. 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.
2. 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.





Excel provides some predefined AutoFill such as day, month, number etc.






















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Open an Excel sheet and enter any day, month or number and hold down right

button and move horizontally or vertically. The next value will be automatically
filled in. Spreadsheet Formatting


















3.14. Data Analysis Using Charts


Charts allow you to illustrate your workbook

data graphically, which makes it easy to visualize

comparisons and trends. 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.


• 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.

• 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.
• 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.







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• 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.



Inserting Chart in Excel



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:D6.





























2. From the Insert tab, click the desired Chart command. In our example, we will select

Column.































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3. Choose the desired chart type from the drop-down menu. The selected chart

will be inserted in the worksheet. Spreadsheet Formatting




























4. 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.
















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3.16. Getting Worksheet Ready for Print



Setting Page Orientation



1. Click the Page Layout tab on the
Ribbon.

2. Select the Orientation command, then
choose either Portrait or Landscape

from the dropdown menu.







Fitting and Scaling


In some cases, you may need to make small
adjustments from the Print pane to fit your

workbook content neatly onto a printed page.
The Print pane includes several tools to help The estimated amount of

fit and scale your content, such as scaling and data on the internet created
page margins. daily will be 463 exabytes* in
2025.
If some of your content is being cut off by * an exabyte is 1,000 bytes to the sixth power.
the printer, you can use scaling to fit your

workbook to the page automatically.



1. Select the desired option from the
Scaling drop-down menu. In our

example, we will select Fit Sheet on
One Page.

2. The worksheet will be condensed to
fit onto a single page. When you are

satisfied with the scaling, click Print.

















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Printing Worksheet

1. Select the File tab. Backstage view will

appear. Select Print. The Print pane will
appear.

2. Navigate to the Print pane, then select the Spreadsheet Formatting
desired printer.

3. Enter the number of copies you wish to
print.

4. Select Print. The Print pane will appear.
5. Click Print.



































































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Let’s Review




1. Excel is a spreadsheet program that allows you to store, organize, and analyze
information.

2. The AutoFit feature will allow you to set a column’s width to fit its content
automatically.

3. Wrapping the text will automatically modify a cell’s row height, allowing cell contents
to be displayed on multiple lines.

4. Merging allows you to combine a cell with adjacent empty cells to create one large cell.
5. Excel manipulates numerical information using formulas.

6. A function is a predefined formula that performs calculations using specific values in a
particular order.

7. An absolute reference is used when we want to keep a cell, a row or a column constant
when copying a formula.

8. Column charts use vertical bars to represent data
9. Line charts are ideal for showing trends

10. Pie charts make it easy to compare proportions
11. Bar charts use horizontal bars to represent data.

12. Fit Sheet on One Page allows the worksheet to be condensed to fit onto a single page





My Word Bank


Autofill Cell reference
Microsoft Excel Autofit



Merge and center
Line chart Absolute reference



Function
Relative reference
Pie chart




Column chart Page orientation
Bar chart









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Glossary




Absolute reference: used when we want to keep a cell, a row or a column constant when
copying a formula.

Action button: 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.

Autofill: a function of Excel to automatically fill in the next value in the next cell.
AutoFit: allows you to set a column’s width to fit its content automatically.

AVERAGE: calculates the average (arithmetic mean) of supplied numbers
Bar chart: uses horizontal bars to represent data.

Charts: allow you to illustrate your workbook data graphically, which makes it easy to
visualize comparisons and trends.

Column chart: uses vertical bars to represent data
COUNT: used to calculate the number of cells that contain numbers, this function ignores

the text values between the cells and only calculates numeric values.
Excel: a spreadsheet program that allows you to store, organize, and analyze information.

First line indent: the first line of a paragraph is indented more than the other lines in the
paragraph.

Fit sheet on one page: allows the worksheet to be condensed to fit onto a single page
Function: a predefined formula that performs calculations using specific values in a

particular order.
Hanging indent: when the first line is not indented while all the subsequent lines of the

paragraph are indented from the left margin of the page.
indent markers: allow you to indent paragraphs to the location you want.

Indentation: adds structure to documents by separating the information.
Kerning: the amount of space between each character that you type.

LEN: 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.

Line chart: is used for showing trends
MAX: returns the largest value from a supplied range of cells.

MIN: returns the smallest value from a supplied range of cell.
NOW: displays the current date and time.












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Pie chart: makes it easy to compare proportions

PowerPoint: a computer program that allows you to create and show slides to
support a presentation.
Print layout: is the default layout and the one you see most often.

Read mode: is optimized for reading a document on the computer screen. Glossary

Right indent: indents the paragraph on the right by the amount you choose.
SUM: used to find the total of numbers entered in a range of cells.
Table: a grid of cells arranged in rows and columns.

Text wrapping: automatically modifies a cell’s row height, allowing cell contents to be

displayed on multiple lines.
Theme: a predefined combination of colours, fonts, and effects.
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.

Word processor: is a software or device that allows users to create, edit, and print
documents.
WordArt: refers to the effects on the text inside of a text box.

Zoom: allows you to view the document closer or farther away.

















































81

The ICTECH curriculum engages students at technical and practical level,


equipping them with skills required in areas of research, publication


designing and prediction. The computing curriculum aims at teaching



principles of information and computation, how digital systems work and


how to put this knowledge to use through programming. ICTECH


activities incorportae a range of technology skills into student learning


such as word processing, programming, Animation, Programming,


Spreadsheets, Photoediting, Desktop Publishing, Digital Citizenship,



Databases, Operating system, Robotics, and Presentation Skills.






































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