JBD Computer Studies Book 8

Displaying Nonprinting Characters
When documents are formatted, Word inserts non printing characters, which are
symbols for certain formatting commands, such as paragraphs ( ¶ ), indents and
tabs ( ), and spaces ( • ) between words. These symbols can help you create and
edit your document. By default, these symbols are hidden. To display them, you
click the Show/Hide button in the Paragraph group of the Home tab.
To display Nonprinting Characters, follow these steps:
• On the Home tab, in the Paragraph group, click the Show/Hide (¶) button to

display the nonprinting characters in the document.
• Click the Show/Hide (¶) button again to hide the non printing characters.
• Press Ctrl+Shift+* to once again display the non printing characters. This

time, leave Show/Hide on.

Using Show Commands
The Show command group offers options for displaying various on screen features
that can help you create, edit, and navigate your document. In this exercise, you
display the ruler and grid lines. You also use the Navigation Pane to browse by
headings and by page and to search for text.
Rulers are measuring tools to align text, graphics, and other elements used within
a document.
Grid lines provide a grid of vertical and horizontal lines that help you align
graphics and other objects in your documents. Grid lines are displayed only in
Print Layout view.
To show commands, follow these steps:
• Click on View tab.
• In the Show command group, click the Ruler check box to insert a check mark

and activate the command. The horizontal and vertical rulers appear.
• Click the Gridlines check box. A grid appears behind text on the page.
• Click the Gridlines check box to remove check marks.
• Click the Ruler check box to remove the rulers from view.

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Formatting Text With Styles
Word provides pre-defined Quick Styles for formatting documents instantly
with a number of character and paragraph attributes. Modifications can be made
to existing styles, or new styles can be created and placed in the Quick Styles list,
current document, or template.
The Styles window lists the same Quick Styles displayed in the Styles Gallery.
When you point to a style in the list, a ScreenTip displays the style’s properties.
When you choose paragraph styles, the formats are applied instantly to all text
in the paragraph where the insertion point is located, whether or not that text
is selected. Styles created for paragraphs are marked in the Styles window by a
paragraph mark to the right of the style name.
Character styles are applied to individual characters or words that you select.
Character styles have a lowercase letter a beside them. Sometimes, a style can be
used for either paragraphs or characters. These linked styles have a paragraph
symbol as well as a lowercase a beside them. Select the text to which you want to
apply a linked style.

To select a style
• Select the text you want to format.
• In the Style group on the Home tab, hover over each style to see a live preview

in the document. Click the More drop-down arrow to see additional styles.
• Select the style you desire. Now the selected text appears formatted in the

style.

To apply a style set
• Click the Change Styles command on the Ribbon. A drop-down menu will

appear.
• From the drop-down menu, select Style Set.
• Select the Style Set you desire, and the change will be reflected in the entire

document.

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To modify a style
• Locate the style you wish to change in the Styles group.
• Right-click the style. A drop-down menu will appear.
• Click Modify, and the Modify Style dialog box appears.

• Make the desired changes to the formatting. If you want, you can also change
the name of the style.

• Click OK to apply the modifications to the style.

To create a new style
• Click the arrow in the bottom-right corner of the Styles group. This opens the

Styles task pane.
• Select the New Style button at the bottom. A dialog box will appear.
• Enter a name for the style, and set the text formatting the way you want.
• Click OK, and the new style will appear in the task pane.

Using tab

Tabs are often the best way to control exactly where text is placed. By default,
every time you press the tab key, the insertion point will move 1/2 inch to the
right. By adding tab stops to the Ruler, you can change the size of the tabs, and
you can even have more than one type of alignment in a single line. For example,
you could left align the beginning of the line and right align the end of the line by
simply adding a right tab.

The tab selector

The tab selector is above the vertical ruler on the left. Hover over the tab selector
to see the name of the type of tab stop that is active.

The types of tab stops include

Left Tab Left-aligns the text at the tab stop.

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Center Tab Centers the text around the tab stop.
Right Tab Right-aligns the text at the tab stop.
Decimal Tab Aligns decimal numbers using the decimal point.
Bar Tab Draws a vertical line on the document.
First Line Indent Inserts the indent marker on the ruler, and indents the

first line of text in a paragraph.
Hanging Indent Inserts the hanging indent marker, and indents all lines

other than the first line.

To add tab stops
• Select the paragraph or paragraphs you want to add tab stops to. If you don’t

select any paragraphs, the tab stops will apply to the current paragraph and
any new paragraphs that you type below it.
• Click the tab selector until the tab stop you wish to use appears.
• Click the location on the horizontal ruler where you want your text to appear
(it helps to click on the bottom edge of the ruler). You can add as many tab
stops as you want.
• Place the insertion point where you want to add the tab, then press the Tab
key. The text will jump to the next tab stop.
• To remove a tab stop, just drag it off of the Ruler.

Working with Shapes
Word provides illustrations to enhance your document with different preset
shapes, SmartArt,and WordArt. Shapes are figures such as lines, rectangles,
block arrows, equation shapes, flowcharts,stars and banners, and call outs. You
may also insert a drawing canvas. The Drawing Tools make it possible for you
to change the shape, add text, apply styles, fill with theme or standard colors,
gradient, texture colors, and apply preset effects.

To insert a shape
• Select the Insert tab.
• Click the Shapes command.
• Select a shape from the drop-down menu.
• Click and drag the mouse until the shape is the desired size.

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To resize a shape
• Click the shape to select it.
• Click and drag one of the sizing handles on the corners and sides of the shape

until it is the desired size.
• To rotate the shape, drag the green handle.
• Some shapes also have one or more yellow handles that can be used to modify

the shape. For example, with star shapes you can adjust the length of the
points.
To change the order of shapes
• Right-click the shape you wish to move.

• In the menu that appears, hover over Bring to Front or Send to Back. Several
ordering options will appear.

• Select the desired ordering option. The shapes will reorder themselves.
To change to a different shape
• Select the shape. A new Format tab appears with Drawing Tools.
• Click the Format tab.
• Click the Edit Shape command.
• Click Change Shape to display a drop-down list.
• Select the desired shape from the list.

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To change the shape style
• Select the shape. The Format tab appears.
• Click the More drop-down arrow in the Shape Styles group to display more

style options.

• Move your cursor over the styles to see a live preview of the style in your
document.

• Select the desired style.
To change the shape fill color
• Select the shape. The Format tab appears.
• Select the Format tab.

• Click the Shape Fill command to display a drop-down list.
• Select the desired color from the list, choose No Fill, or choose More Fill

Colors to choose a custom color.

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Using Hyphenation
Hyphens, shown as the punctuation mark -, are used to join words and separate
syllables of a single word. By default, hyphenation is off in Word; all words appear
on a single line, rather than hyphenated. As you format a document, however,
you might need to determine when to apply a hyphen.
To insert hyphens in a document, follow these steps:
• On the Page Layout tab, in the Page Setup group, click the Hyphenation drop-

down arrow and select Automatic; review your document.
• Click the drop-down arrow to display the Hyphenation menu and select the

options such as None, Automatic or Manual.
• Click the Hyphenation drop-down arrow and select Hyphenation Options to

open the Hyphenation dialog box.

Creating a Table
A table is an arrangement of data made up of horizontal rows and vertical
columns. Cells are the rectangles that are formed when rows and columns
intersect. Tables are ideal for organizing information in an orderly manner.
Calendars, invoices,and contact lists are all examples of tables that you see and
use every day. Word provides several options for creating tables, including the
dragging method, the Insert Table dialog box, table drawing tools, and the Quick
Table method.

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To insert a blank table
• Place your insertion point in the document where you want the table to

appear.
• Select the Insert tab.
• Click the Table command.
• Hover your mouse over the diagram squares to select the number of columns

and rows in the table.

• Click your mouse, and the table appears in the document.
• You can now place the insertion point anywhere in the table to add text.
To apply a table style
• Click anywhere on the table.
• Select the Design tab and locate the Table Styles.
• Click the More drop-down arrow to see all of the table styles.

• Hover the mouse over the various styles to see a live preview.
• Select the desired style.
• The table style will appear in the document.

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To add a row above an existing row
• Place the insertion point in a row below the location where you wish to add

a row.
• Right-click the mouse. A menu appears.
• Select Insert | Insert Rows Above.

• A new row appears above the insertion point.
To add a column
• Place the insertion point in a column adjacent to the location where you wish

the new column to appear.
• Right-click the mouse. A menu will appear.
• Select Insert | Columns to the Left or Insert Columns to the Right. A new

column appears.

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To delete a row or column
• Select the row or column.
• Right-click your mouse. A menu will appear.
• Select Delete Cells.
• Select Delete entire row or Delete entire column, then click OK.

Creating And Modifying Headers And Footers
A header appears on the top of a page and a footer appears at the bottom of the
document’s page. The Header & Footer group contains commands for inserting
built-in headers, footers, and page numbers into a Word document.
To insert a header or footer
• Select the Insert tab.
• Click either the Header or Footer command. A drop-down menu will appear.
• From the drop-down menu, select Blank to insert a blank header or footer, or

choose one of the built-in options.
• The Design tab will appear on the Ribbon, and the header or footer will appear

in the document.
• Type the desired information into the header or footer.
• When you’re finished, click Close Header and Footer in the Design tab, or hit

the Esc key.

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Setting Up Mail Merge
Mail merges are useful for creating multiple documents that have the same basic
content,and personalizing them with unique information from a data source—
for example, a form letter, sent to multiple customers using different recipient
names and addresses. In essence,mail merges are used for internal and external
correspondence such as memorandums, labels,invitations, and more. The mail
merge document contains the same information that everyone will receive.
To use Mail Merge
• Open an existing Word document, or create a new one.
• Click the Mailings tab.
• Click the Start Mail Merge command.
• Select Step by Step Mail Merge Wizard.
The Mail Merge task pane appears and will guide you through the six main steps
to complete a merge. The following is an example of how to create a form letter
and merge the letter with a recipient list.

Step 1
• Choose the type of document you wish to create. In this example, select Letters.
• Click Next: Starting document to move to Step 2.
Step 2
• Select Use the current document.
• Click Next: Select recipients to move to Step 3.

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Step 3
Now you’ll need an address list so Word can automatically place each address
into the document. The list can be in an existing file, such as an Excel workbook,
or you can type a new address list from within the Mail Merge Wizard.
• From the Mail Merge task pane, select Use an existing list, then click Browse.
• Locate your file in the dialog box (you may have to navigate to a different

folder), then click Open.

• If the address list is in an Excel workbook, select the worksheet that contains
the list, then click OK.

• In the Mail Merge Recipients dialog box, you can check or uncheck each
recipient to control which ones are used in the merge. When you’re done, click
OK to close the dialog box.

• From the Mail Merge task pane, click Next: Write your letter to move to Step 4.

Step 4
Now you’re ready to write your letter. When it’s printed, each copy of the letter
will basically be the same, except the recipient data (such as the name and
address) will be different on each one. You’ll need to add placeholders for the
recipient data so Mail Merge knows exactly where to add the data. If you’re using
Mail Merge with an existing letter, make sure the file is open.

To insert recipient data
• Place the insertion point in the document where you wish the information to

appear.
• Select Address block, Greeting line, Electronic postage, or More items from the

task pane.

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• Depending on your selection, a dialog box may appear with various options.
Select the desired options, then click OK.

• A placeholder appears in your document. For example: «Address Block».
• Repeat these steps each time you need to enter information from your data

record.
• From the Mail Merge task pane, click Next: Preview your letters to move to

Step 5.
Step 5
• Preview the letters to make sure information from the recipient list appears

correctly in the letter. You can use the left and right scroll arrows to view each
document.

• Click Next: Complete the merge to move to Step 6.
Step 6
• Click Print to print the letters.
• The Merge to Printer dialog box opens.
• Click All, then click OK.
• Adjust the print settings if needed, then click OK.

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C Dompu- ictionary

Word Processing : The most widely used applications installed on the
computer for the purpose of writing, editing and
Microsoft Word creating certain reports or documents.
Tabs
Hypens : A full-featured word processing program created by
Table Microsoft and first released for Windows in 1995.

: The feature in MS-Word used to control the alignment
of text within a document.

: The punctuation mark -, are used to join words and
separate syllables of a single word.

: An arrangement of data made up of horizontal rows
and vertical columns.

Recap

• Word processing is one of the most widely used applications installed on the
computer for the purpose of writing, editing and creating certain reports or
documents.

• Microsoft Word is a full-featured word processing program created by
Microsoft and first released for Windows in 1995.

• The Show command group offers options for displaying various onscreen
features that can help you create, edit, and navigate your document.

• Word provides pre-defined Quick Styles for formatting documents instantly
with a number of character and paragraph attributes.

• Tabs are often the best way to control exactly where text is placed.

• The tab selector is above the vertical ruler on the left.

• Word provides illustrations to enhance your document with different preset
shapes, SmartArt,and WordArt.

• Shapes are figures such as lines, rectangles, block arrows, equation shapes,
flowcharts,stars and banners, and call outs.

• Hyphens, shown as the punctuation mark -, are used to join words and separate
syllables of a single word.

• A table is an arrangement of data made up of horizontal rows and vertical
columns.

• Cells are the rectangles that are formed when rows and columns intersect.

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Review Yourself

1. State whether the following statements are true or false.

a. Word processing is one of the most widely used applications installed
on the computer for the purpose of writing, editing and creating certain
reports or documents.

b. Microsoft Word is a full-featured word processing program created by
Microsoft and first released for Windows in 1995.

c. Tabs refer to the logical boundary of the text on the document.

d. The margin defaults are set to one-inch top, bottom, left, and right margins;
the line spacing is set to 1.15;and the spacing after is set to 10 points.

e. Cell is the point of intersection of a row and a column.

2. Match the following.

Word Processing The most widely used applications installed on
the computer for the purpose of writing, editing
and creating certain reports or documents.

Microsoft Word A full-featured word processing program created
Tabs by Microsoft and first released for Windows in
1995.

The feature in MS-Word used to control the
alignment of text within a document.

Hypens The punctuation mark -, are used to join words
and separate syllables of a single word.

Table An arrangement of data made up of horizontal
rows and vertical columns.

3. Fill in the blanks.

a. ___________________is a version of the Microsoft Office productivity
suite for Microsoft Windows.

b. Gridlines are displayed only in _____________________ view.

c. Word provides pre-defined______________for formatting documents
instantly with a number of character and paragraph attributes.

d. The________________Tools make it possible for you to change the shape,
add text, apply styles, fill with theme or standard colors, gradient, texture
colors, and apply preset effects.

e. ________________are useful for creating multiple documents that have
the same basic content,and personalizing them with unique information
from a data source.

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4. Answer the following questions.
a. What is word processing software? Name any two word processing
software packages.
b. What is Microsoft Word 2010?
c. What is the use of the Show command? Write the steps to use show
commands.
d. What is a tab? What are the different types of tab stops?
e. What are shapes? How do you insert shapes in Word 2010?
f. What is a table? How do you apply a table style?
g. What is mail merge? Write the steps to use mail merge.

Hands-On Practice Time

1. Start MS-Word.
2. Insert the following data into the document.
S.No. Particulars Amount
1. Pen 250
2. Pencil 15
3. Watch 1500
3. Set a right-aligned tab stop at 3.0”.
4. Set a decimal tab stop at 5”.
5. Set a centered tab stop at 1.5”.
6. Add the following text:
Smile at everyone you meet. Smile when you are losing in a game. Smile

when you are losing in a fight. Smile when something is lost. Smile when
living is hard. Smile as God.
7. Set the margin to 1.25” each.
8. Supply header and footer for this document. The header should be the name
of your document. The footer should contain the page number.
9. Preview and print the document.
10. Save the document.
11. Close it and exit Microsoft Word.

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Chapter 11

More Features in
PowerPoint
2010

Objectives

After completing this chapter, you will be able to:

y Define PowerPoint presentation.
y List the benefits of using Microsoft PowerPoint 2010.
y Explain the different components of a typical presentation.
y Explain the steps to use slide master.
y Define animations and explain the four types of animations.

C Ooncept verview

PowerPoint is Presentation Graphics software. The name itself tells concisely
what this software is all about. It is about making your points, powerfully. A
presentation is a term used for set of slides. On-screen presentation is a set of
slides, wint visual effects, like pictures, graphics, special effect text (WordArt),
animation, sound, music, video etc. Slide is a page on which the speaker displays
the information in points, to the audience, while the speaker elaborates these
points.
A PowerPoint Presentation is a group of slides or electronic pages on which
information is written in the form of text, graphics, charts, graphs, etc. The slides
are created, for the purpose, of being presented to the audience.
In a Slide Show, the slides are presented usually by a person to a group of people.
That is why only important points are written on the slides - in large fonts. The
speaker then elaborates these points on each slide to the audience. Graphics and
animation help in making the presentation more effective.

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Microsoft PowerPoint 2010
Microsoft PowerPoint is a presentation tool in the Microsoft Office suite designed
to help users create informative slides that can contain text, graphics, movies and
similar objects. PowerPoint presentations can be viewed as printouts, directly
on a computer, or via video projectors, and are frequently used in business and
educational settings for situations like lectures, meetings and product briefings.
PowerPoint 2010 is the current release for Windows operating systems, while
PowerPoint 2011 is the latest release for Apple’s Mac OS X. New features in the
latest releases of PowerPoint include direct video embedding and editing, Smart
Guides, a new Reading View, a Broadcast Presentation feature, and new built-in
transitions and animations effects.
a. Bring more energy and visual impact to your presentations.
b. Work with others without having to wait your turn.
c. A dd a personalized video experience
d. Access your presentations from more locations and on more devices.
e. Create high-quality presentations with stunning graphics.
f. Captivate your audience with new transitions and improved animations.
g. Organize and print your slides more effectively.
h. Work on multiple presentations and multiple monitors.

To load Microsoft Office PowerPoint 2010, follow these steps:
• Open the start menu by clicking the Start button.
• Click All Programs on the Start menu.
• Choose Microsoft Office. Click Microsoft PowerPoint 2010 on the next

menu.A blank presentation opens with titled presentation1 appears:

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Components of a Typical Presentation

A presentation contains many components among which the important ones are:
• Slide
A slide is an individual page of a presentation. It is container of information

of a number of form of text, pictures, diagrams, charts, etc. A presentation is,
in fact, a a collection of a number of slides conveying an idea.
• Handouts
Handouts are the compressed version of presentations given to the audience.
They act as supporting material.
• Speaker’s Note
The set of notes, which aid the speaker during the course of presentation, are
called Speaker’s notes.
• Outlines
An outline is the summary of a side displaying only title, subtitles and a part
of main text. It does not contain any picture of table or chart, etc.

Entering Contents in Slides

Each new slide inserted has a placeholder to hold the desired content on the slide.
The placeholder size can be increased or decreased by dragging it. You can move
a placeholder by selectingit and dragging it with the mouse. You can also remove
a placeholder from a slide, in case you do not want it. Select the placeholder and
press DELETE key i.e. in Text and Clip Art layout, in case you do not wish to
enter text, select the text placeholder and press DELETE key. Let us look at how
to insert the content.
Enter Text

Click on the placeholder for text and start typing. In a bulleted list, pressing
ENTER key takes the cursor to the next line. which also starts with a bullet. To
text in two-column text layout, click on each column and enter text.

Enter in a Table

• In a Table layout, double click on the table icon.

• The Insert table dialog box appears, asking you to enter the number of
rowsand columns for the table.

• Enter number of rows and columns and click on OK button.

• The Table appears in the slide along with Table toolbar. Press TAB to move to
each cell of the table and enter the content.

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Enter in Chart
• In the Chart and Text layout, double click on the chart icon.
• A Worksheet with sample data appears. Enter your data in the worksheet.
• The Datasheet and the chart are linked, so that any changes made to the

Datasheet are immediately reflected on the chart. The chart in slide is changed
according to the data.
• To edit the data, double click on the chart. Alternatively, choose View |
Datasheet menu option. The worksheet appears again.
• Edit the data and the chart automatically reflects the latest changes.

Enter a Clip Art
• In a Clip Art and Text layout, double click on the Clip Art icon.
• The Microsoft Clip Gallery Dialog box appears. Select the category of Pictures

from the gallery. Select the picture under the category. Click on the picture. A
down arrow appears.
• Click on the down arrow to insert the Picture.
• Close the Microsoft Clip Gallery by pressing the close button on the right
hand side.

Enter an Organisation Chart
• In an Organization Chart layout, double click on the Organization chart icon.
• The Microsoft Organization chart sheet appears. Enter the chart title. In the

Boxes type a Name of the person, his or her title, and comments (if any).
Similarly, fill rest of the boxes.
• From the toolbar, you can add any Co-worker, Assistant, Manager, or Sub-
ordinate. Click on the tool you want to add and then click on the box to which
you want to add the box. The box appears based on the button selected. Enter
the Name and the Title as required.
• Close the Microsoft Organization chart sheet. The Organization hierarchy is
displayed on the slide.

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Slide Master
All the slides that are created in PowerPoint are based on a special type of slide
called the Slide Master. The slide master controls text characteristics such as font
type, size and colour, called Master Text. It also controls the background colour
and certain special effects, such as shadowing and bullet style. The slide master
contains text placeholders and placeholders for footers, such as the date, time,
and slide number.
To make changes to all slides, follow these steps:
• Select the View tab, then click the Slide Master command.

• The presentation will switch to Slide Master view, and the Slide Master tab
will be selected on the Ribbon.

• In the left navigation pane, scroll up and select the first slide. This is the slide
master.

• Use the desired tabs on the Ribbon to make changes to the slide master.
• Move, resize, or delete other slide objects as needed.
• When you’re finished, click the Close Master View command on the Slide

Master tab.

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Inserting a SmartArt Graphic
SmartArt diagrams (also called SmartArt graphics) are visual representations of
information you want to communicate. SmartArt diagrams show items of related
information in a graphical way that makes their relationships easy to understand.
You can use SmartArt diagrams to present text information in a more visually
interesting way than the unusual bulletted or numbered formats.
To insert a SmartArt graphic, follow these steps:
• Select the Insert tab.
• Select the SmartArt command in the Illustrations group. A dialog box will

appear. Click Apply to All to apply the date, footer, and slide number to all
slides.

• Select a category on the left of the dialog box and review the SmartArt graphics
that appear in the center.

• Select the desired SmartArt graphic, then click OK.

Building Charts
Charts are visual representations of numerical data. Chart features such as
columns, bars, lines,or pie slices make it easy to understand trends or compare
values. Once you have created a chart in PowerPoint, you can easily modify the
data on which the chart is based, choose a different type of chart to display the
data, change the layout of the chart, and modify its formats.
To insert a chart, follow these steps:
• Select the Insert tab.
• Click the Insert Chart command in the Illustrations Group. The Insert Chart

dialog box will appear.

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• Select a category from the left pane of the dialog box, and review the charts
that appear in the center.

• Select the desired chart.
• Click OK. An Excel window will open with a placeholder for your data.

To enter chart data, follow these steps:
• Enter your data into the Excel spreadsheet.
• If necessary, click and drag the lower-right corner of the blue line to increase

or decrease the data range for rows and columns. Only the data enclosed by
the blue lines will appear in the chart.
• Close Excel. You do not need to save the spreadsheet. The PowerPoint chart
will update to reflect the new source data.

Slide Show
Slide show, as the name suggests, is showing the slides of a presentation to the
audience. A slide show on a computer uses special visual, sound, and animation
effects. Special effects, such as animations and transactions, are used to emphasise
points not to draw the audience’s attention to effects themselves.
(a) Animations and Transactions
Transactions are special effects that introduce a slide in a slide show. You can

choose from a variety of transitions and change their speed.
Special effects that introduce a slide in a slide show are called Transitions

effects.
Animations are special sound or visual effects that you can add to text or

other objects in the slides, is called Animation.
(b) Music, sounds, and videos
Music or sound durning a transition or animation can focus the audience

on the slide show. You can also play videos that might include part of a
company’s commercial or traning flim. However, one must remember that
frequent use of special effects can draw attention away fom the content of the
presentation.

Start a Slide Show
To run a slide show, do any of the following:
• Select the Slide Show tab.
• Click the From Beginning command in the Start Slide Show group to

start the slide show with the first slide.

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Setting Up Slide Transitions

Transitions are animated effects that occur when you move from one slide to
another. They differ from animations in that animations apply to individual
items on a slide whereas transi- ions apply only to entire slides. You can control
the effect, its speed, its sound effect (if any),and in some cases other options, such
as direction.

To apply a transition

• Select the slide you wish to modify.
• Click the Transitions tab.
• Locate the Transition to This Slide group. By default, None is applied to each

slide.
• Click the More drop-down arrow to display all of the transitions.
• Click a transition to apply it to the selected slide. This will automatically

preview the transition as well.

Animating your Slides

Animations are effects applied to placeholders or other content to move the
content in unique ways on the slide. Animations can be roughly divided
into four types: entrance, emphasis, exit, and motion paths.

The four types of animations

There are many different animation effects that you can choose from, and
they are organized into four types:

Entrance These control how the object enters the slide. For example,
with the Bounce animation, the object will “fall” onto the
slide and then bounce several times. Entrance effects

Emphasis These animations occur while the object is on the slide,

often triggered by a mouse click. For example, you can

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set an object to Spin when you click the mouse. Emphasis
Exit effects

Motion Paths These control how the object exits the slide. For example,
with the Fade animation, the object will simply fade away.
Exit effects

These are similar to Emphasis effects, except that the object
moves within the slide along a predetermined path, like a
circle.

To apply an animation to an object
• Select an object.
• Click the Animations tab.

• In the Animation group, click the More drop-down arrow to view the available
animations.

• Select the desired animation effect.
• The object will now have a small number next to it to show that it has an

animation. Also, in the Slide pane, the slide will now have a star symbol next
to it.

To add multiple animations to an object
• Select the object.
• Click the Animations tab.
• In the Advanced Animation group,

click the Add Animation command
to view the available animations.
• Select the desired animation effect.
• If the object has more than one effect,
it will have a different number for
each effect. The numbers indicate
the order in which the effects will
occur.

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To preview animations
Any animation effects you have applied
will show up when you play the slide
show. However, you can also quickly
preview the animations for the current
slide without viewing the slide show.
• Navigate to the slide you want to

preview.
• From the Animations tab, click the

Preview command. The animations for
the current slide will play.
To open the Animation Pane
• From the Animations tab, click the Animation Pane command.
• The Animation Pane will open on the right side of the window. It will show
all of the effects for the current slide in the order they will appear.
To reorder effects from the Animation Pane
• On the Animation Pane, click and drag an effect up or down.
• The effects will reorder themselves.
To preview effects from the Animation Pane
• From the Animation Pane, click the Play button.
• The effects for the current slide will play. On the right side of the Animation
Pane, you will be able to see a timeline that shows the progress through each
effect.

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Rehearsing Timings
Rehearsing a presentation can help you set the timings for it. Slide timings
are particularly important if you intend to show the slides as a self-running
presentation that viewers cannot control. You should allow plenty of time for
viewers to read and understand the content on each slide.

To rehearse timings
• Select the Slide Show tab, and locate the Set Up group.
• Click the Rehearse Timings command. You will be taken to a full-screen view

of your presentation.
• Click the Next button on the Recording Toolbar in the top left corner. If you

prefer, you can also use the right arrow key.
• When you have reached the end of the show, press the Esc key to end your

slide show. A dialog box will appear with the total time of your presentation.
• If you are satisfied with your timings, click Yes.

Creating a Video
Videos are a great way to distribute self-running presentations to people who
don’t have PowerPoint. PowerPoint creates videos in Windows Movie Video
(wmv) format, a common video format that most applications support. You can
distribute videos on websites, via email, or on CD-ROM. In this exercise, you will
make a video from a presentation.
To create a video, follow these steps:
• Click the File tab. This takes you to the Backstage view.
• Select Create a Video under File Types. The Create a Video menu will appear

on the right.
• Click the drop-down arrow next to Computer and HD Displays to select the

size and quality of your video.
• Select the drop-down arrow next to Recorded Timings and Narrations.

Choose Don’t Use Recorded Timings and Narrations if you don’t have or
don’t wish to use recorded timings. You can adjust the default Seconds to
spend on each slide: in the box below the drop-down menu.

Choose Use Recorded Timings and Narrations if you have already recorded
timings and narrations and would like to use them in your video.

• Click the Create Video command. The Save As dialog box will appear.
• Select the location where you wish to save the presentation, then enter a name

for the presentation.
• Click Save.

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C Dompu- ictionary

Animation : Special sound or visual effects,which effects, which
can be added to text or other objects, such as a chart or
picture.

Presentation : Set of slides.

Slide : Electronic pages on which information is written in
the form of text,graphics, pictures, charts, graphs, etc.

Slide Master : Basis of all the sides created in PowerPoint.

Slide Show : Presentation of slides usually by a person to an
audience.

Recap

• A PowerPoint Presentation is a group of slides or electronic pages on which
information is written in the form of text, graphics, charts, graphs, etc.

• In a Slide Show, the slides are presented usually by a person to a group of
people. That is why only important points are written on the slides - in large
fonts.

• PowerPoint presentations can be viewed as printouts, directly on a computer,
or via video projectors, and are frequently used in business and educational
settings for situations like lectures, meetings and product briefings.

• A slide is an individual page of a presentation.

• Handouts are the compressed version of presentations given to the audience.

• An outline is the summary of a side displaying only title, subtitles and a part
of main text.

• All the slides that are created in PowerPoint are based on a special type of slide
called the Slide Master.

• Charts are visual representations of numerical data.

• Slide show, as the name suggests, is showing the slides of a presentation to the
audience.

• Transitions are animated effects that occur when you move from one slide to
another.

• Animations are effects applied to placeholders or other content to move the
content in unique ways on the slide.

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Review Yourself

1. State whether the following statements are true or false.

a. A PowerPoint___________________is a group of slides or electronic
pages on which information is written in the form of text, graphics,
charts, graphs, etc.

b. A________________________is an individual page of a presentation.
c. The set of notes, which aid the speaker during the course of presentation,

are called_______________________.
d. ______________________are visual representations of numerical data.
e. _______________________are animated effects that occur when you

move from one slide to another.

2. Match the following. Special sound or visual effects,which effects,
Animation which can be added to text or other objects, such
as a chart or picture.
Presentation
Slide Set of slides.

Slide Master Electronic pages on which information is written
Slide Show in the form of text,graphics, pictures, charts,
graphs, etc.

Basis of all the sides created in PowerPoint.

Presentation of slides usually by a person to an
audience.

3. Fill in the blanks.

a. ____________________is an individual page of a presentation.

b. ________________are the compressed version of presentations given to
the audience.

c. An _________________ is the summary of a side displaying only title,
subtitles and a part of main text.

d. ________________is showing the slides of a presentation to the audience.

e. _______________are animated effects that occur when you move from
one slide to another.

f. _________________are effects applied to placeholders or other content to
move the content in unique ways on the slide.

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4. Answer the following questions.
a. What is Microsoft PowerPoint?
b. What do you mean by presentation and slide?
c. Write down all the components of a slide a MS PowerPoint. Briefly
explain each of the components.
d. What are handouts? How are they useful?
e. What is the significance of the slide master?
f. What are SmartArt diagrams?
g. What are charts? How do you insert a chart?
h. What is a Slide Show? Explain the steps to start a slide show.
i. What are transitions?
j. How do you create videos in powerpoint?

Hands-On Practice Time

a. An organization that you belong to would like to be able to use PowerPoint
to show the lyrics to a song that the group sings, so people who don’t know
the words can sing along. Use the Internet to find the lyrics to a song that
a group sings. Then create a presentation that shows the lyrics for the first
verse of the song. Break up the lyrics into multiple slides, so each slide shows
the text large enough for the audience to easily see from a distance.

b. Find an audio clip of the song being sung and place it on the first slide. Set
the audio clip to play across all slides in the presentation. Manually set the
timing for each slide’s transition to an appropriate amount so that the lyrics
appear onscreen as the audio clip is singing them. If you like, instead of
manually setting the timings, you can experiment with the Rehearse Timings
feature found on the Slide show tab. For an extra challenge, use emphasis
animations to dim each line of the song after it has been sung.

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Chapter 12

More Features in
Excel
2010

Objectives

After completing this chapter, you will be able to:

y Define Microsoft Excel and list the different types of data that can be entered in a
cell.

y Explain the steps to apply conditional formatting to cells.
y Explain the difference between sorting and filtering.
y Explain the process of performing calculations using formula and functions.

C Ooncept verview

A spreadsheet is a table which displays numbers in
rows and columns. Spreadsheets can be used for a
variety of purposes (accounting, budgeting, charting/
graphing, financial analysis, scientific applications).
Spreadsheets can exist in paper format but the
electronic spreadsheets are able perform automatic
calculations on changing data. For example, a teacher
who uses a spreadsheet to record student marks is
able to determine student averages and class means
in real-time - that means the minute one number in
the spreadsheet is changed, the calculations are up-
to-date everywhere within the spreadsheet. This can save users drastic amounts
of time. Visicalc was the first electronic spreadsheet on a microcomputer, and
it helped turn the Apple II computer into a popular and widely used system.
Lotus 1-2-3 was the leading spreadsheet when DOS was the dominant operating
system. Excel now has the largest market share on the Windows and Macintosh
platforms.

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Starting Excel
Microsoft Excel is a spreadsheet program included in the Microsoft Office suite
of applications. Spreadsheets present tables of values arranged in rows and
columns that can be manipulated mathematically using both basic and complex
arithmetic operations and functions.
To start Microsoft Excel, follow these steps:
• Click the Start button, and the Start menu appears.
• Choose All Programs, and the Programs menu appears.
• Click Microsoft Office. Choose the Microsoft Excel 2010 item to start the

program.
The Excel opening screen appears, displaying a blank workbook labelled

Book1. Excel is now ready for you to begin creating your workbook.

Entering Different Types of Data
The data can be entered in the cells for the manipulation purposes. There are
many types of data that you can enter, including:
• Text
• Number
• Date
• Time
• Formula
• Function

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Apply Conditional Formatting To Cells
Conditional formatting allows you to specify how cells that meet a given
condition should be displayed. Thus, conditional formatting means that Excel
applies formatting automatically, based on established criteria.
When you analyze data, you often ask questions, such as:
• Who are the highest performing sales representatives?
• In what months were revenues highest or lowest?
• What are the trends in profits over a specified time period?
Conditional formatting helps answer such questions by highlighting interesting
cells or ranges of cells. With conditional formatting, fonts become visual guides
that help the reader understand data distribution and variation.
To create a conditional formatting rule, follow these steps:
• Select the cells you want to add formatting to.
• In the Home tab, click the Conditional Formatting command. A drop-down

menu will appear.
• Select Highlight Cells Rules or Top/Bottom Rules.
• Select the desired rule (Greater Than, for example).

• From the dialog box, enter a value in the space provided, if applicable.
• Select a formatting style from the drop-down menu.
• The formatting will be applied to the selected cells.

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Sorting Data in a database
Excel’s database functions allow you to sort by text, numbers, dates, and times in
one or more columns, that is, on a single criterion or on multiple criteria. Sorting
data enables you to quickly visualize and understand the data better. You can
rearrange and locate the data that you need to make more effective decisions.
To sort in alphabetical order
• Select a cell in the column you want to sort by. In this example, we will sort by

Last Name.
• Selecting a column to sort Select the Data tab, then locate the Sort and Filter

group.
• Click the ascending command to Sort A to Z or the descending command to

Sort Z to A.

• The data in the spreadsheet will be organized alphabetically.
To sort in numerical order
• Select a cell in the column you want to sort by.
• From the Data tab, click the ascending command to Sort Smallest to Largest or

the descending command to Sort Largest to Smallest.
• The data in the spreadsheet will be organized numerically.

To sort by date or time
• Select a cell in the column you want to sort by.
• From the Data tab, click the ascending command to Sort Oldest to Newest or

the descending command to Sort Newest to Oldest.
• The data in the spreadsheet will be organized by date or time.

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Filtering data
Worksheets can hold as much data as you need, but you may not want to work
with all of the data at the same time. You can temporarily isolate specific data in a
worksheet by placing a restriction, called a filter, on the worksheet. Filtering data
enables you to focus on the data pertinent to a particular analysis by displaying
only the rows that meet specified criteria and hiding rows you do not want to see.
To filter data
• Select the Data tab, then locate the Sort & Filter group.
• Click the Filter command.

• Drop-down arrows will appear in the header of each column.
• Click the drop-down arrow for the column you would like to filter. The Filter

menu appears.
• Uncheck the boxes next to the data you don’t want to view.
• Check the boxes next to the data you do want to view.
• Click OK. All other data will be filtered, or temporarily hidden.
To clear a filter
• Click the drop-down arrow in the column from which you want to clear the

filter.
• Choose Clear Filter.
• The filter will be cleared from the column. The data that was previously hidden

will be on display once again.

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Working With Ranges
A range is a rectangular group of connected cells. The cells in a range may all be
in one column, or one row, or any combination of columns and rows, as long as
the range forms a rectangle, as shown in Figure.

Ranges are referred to by their anchor points (upper-left corner and the lower-
right corner). For example, the range shown in Figure is A1:C3.

To select a range using the mouse, follow these steps:
• To select the same range of cells on more than one worksheet, select the

worksheets.
• Move the mouse pointer to the upper-left corner of a range.
• Click and hold the left mouse button.
• Drag the mouse to the lower-right corner of the range and release the mouse

button. The selected range is high-lighted.

Performing Calculations With Formulas
Worksheets use formulae to perform calculations on the data you enter. With
formulas, you can perform addition, subtraction, multiplication, and division
using the values contained in various cells. Formulas typically consist of one or
more cell addresses or values and a mathematical operator, such as + (addition),
- (subtraction), * (multiplication), or / (division). For example, if you want to
determine the average of the three values contained in cells A1, B1, and C1, you
would type the following formula in the cell where you want the result to appear:

To type a formula, follow these steps:
• Select the cell in which you want the formula’s calculation to appear.
• Type the equal sign (=).
• Type the formula. The formula appears in the Formula bar.
• Press Enter or click the Enter button (the check mark), and excel calculates the

result.

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Editing Formula
• Select the cell that contains the formula you want to edit.
• Click in the Formula bar or press F2 to enter Edit mode.
• Press the left arrow key or right arrow key to move the insertion point. Then

use the Backspace key to delete characters to the left, or use the Delete key to
delete characters to the right. Type any additional characters.
• When you finish editing the data, click the Enter button (the check mark) on
the Formula bar or press Enter to accept your changes.

Moving and Copying Formula
• Select the cell that contains the formula you want to move or copy.
• Point to the border of the selection.
• To move the cell, drag the selection to the upper-left cell of the paste area.

Excel replaces any existing data in the paste area.
To copy the cell, hold down CTRL as you drag.

Array Formula
An array formula can perform multiple calculations and then return either a
single result or multiple results. Array formulae act on two or more sets of values
known as array arguments. Each array argument must have the same number of
rows and columns.
To enter an array formula, follow these steps:
• Select the cell or cells where you want the formula to appear.
• Enter the elements of the formula. To include a range as an operand in the

formula, point to the range with the mouse or enter the range reference
directly from the keyboard.
• Press Ctrl + Shift + Enter to complete the formula. In response, Excel encloses
the array formula in braces.
Example
Suppose you’ve developed a worksheet in which the range B2:E2 contains four
quarterly gross income amounts and B3:E3 contains the four corresponding
quarterly expense amounts. Cell B4 contains an estimated tax rate. An array
formula provides a quick way to calculate the estimated tax due on net
income for the entire year. Begin by typing the following formula into cell B5:
= SUM((B2:E2-B3:E3) * B4%)
Press Ctrl + Shift + Enter to enter this as an array formula. Excel encloses the
formula in braces.

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{=Sum((B2:E2-B3:E3) * B4%)}

The single array formula performs two intermediate calculations on each
column of quarterly data in order to compute the total year’s tax amount.
First, it subtracts each quater’s expense amount from the gross income to find
the net income, and then it multiplies the result by estimated quarterly tax
rate. The sum function adds these quarterly tax amounts together to produce
the year’s total.

Performing Calculations With Functions

Functions are complex ready-made formulae that perform a series of operations
on a specified range of values. For example, to determine the sum of a series
of numbers in cells A1 through H1, you can enter the function = SUM (A1: H1)
instead of entering =A1+B1+C1 and so on. Functions can use range references
(such as B1: B3) , range names (such as SALES), or numerical values (such as
585.86)

Every function consists of the following three elements:

• The = sign indicates that what follows is a function (formula).

• The function name, such as SUM, indicates which operation will be performed.

• The argument, such as (A1:H1) indicates the cell addresses of the values that
the function will act on. The argument is often a range of cells, but it can be
much more complex.

You can enter functions either by typing them in cells or by using the Function
Wizard,. Table shows Excel’s most common functions that you’ll use most in your
worksheets.

Function Syntax Purpose

Sum Sum (number1, Adds all the numbers in a range of

number2, ...) cells.

Average Average (number1, Returns the average (arithmetic

number2, ...) mean) of the arguments.

Max Max (number1, Returns the largest value in a set of

number2,...) values.

Min Min (number1, Returns the smallest number in a set

number2, ...) of values.

Count Count (value1, Counts the number of cells that

value2, ...) contain numbers and

numbers within the list of arguments.
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Using Autosum

Excel provides a special AutoSum tool which builds a SUM formula in the active
cell based on a contiguous range of numbers, either above or to the left of the
active cell automatically. The AutoSum tool is available on the standard toolbar.

To use Autosum, follow these steps:

• Select the cell in which you want the sum to be inserted. Try to choose a cell at
the end of a row or column of data: doing so will help Auto Sum guess which
cells you want to add together.

• Click the AutoSum button in the Standard toolbar. AutoSum inserts = SUM
and the range address of the cells to the left of or above the selected cell.

• If the range selected is incorrect, drag over the range you want to use, or click
in the Formula bar and edit the formula.

• Click the Enter button in the Formula bar or press Enter. Excel calculates the
total for the selected range.

Creating Charts

A chart is a graphic representation of worksheet data. It helps to analyse data and
compare different worksheet values. Charts often makes it easier to understand
the data in a worksheet because users can easily pick out patterns and trends
illustrated in the chart that are otherwise difficult to see. Some common chart
types. The chart type you choose depends on your data and on how you want to
present that data. These are the major charts types and their purposes:

Pie A pie chart displays data as slices of a circle or pie. It shows the
relationship of each value in a data series to the series as a whole. Each
slice of the pie represents a single value in the series.

Bar A bar chart illustrates comparisons among individual items. Categories
are organized vertically, values horizontally, to focus on comparing
values and to place less emphasis on time.

Line A line chart displays data along a line. They are used to show changes
in data over time, emphasizing time and rate of change rather than
the amount of change.

Column A column chart shows data changes over a period of time or illustrates
comparisons among items. Categories are organized horizontally,
values vertically, to emphasize variation over time.

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Elements of Chart

A chart is a graphic representation of worksheet data. It helps to analyse data
and compare different worksheet values. A chart can be created in a separate
chart sheet or embedded graphic object in a worksheet. Both embedded and
chart sheets are linked to worksheet data. They are updated when the worksheet
data changes.

The elements of a chart are discussed below:

X-axis It shows the categories of data points that are
plotted.

Y-axis It shows the value of the data points that are
plotted.

Chart Title It is a descriptive text given for the chart.

Legend It is box that identifies the patterns or colors
assigned to the data series or categories in a
chart.

Data markers Data marker is a bar, area, dot, slice, or other
symbol in a chart that represents a single data
point or value that originates from a worksheet
cell. It helps to distinguish one data series from
another.

Tick marks Tick marks are small lines of measurement that
intersect an axis and provide scaling.

Gridlines Gridlines are the lines for both axes to view and
evaluate

Data labels Data label is a label that provides additional
information about a data marker, which
represents a single data point or value that
originates from a worksheet cell.

Besides the above elements, 3-D charts have the following additional elements.

Walls Wall is the background of the plotted area.

Corners Corners can be rotated to give different views to
the user.

Floor It is the base upon which the series are plotted.

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Creating a Chart

You can create charts as part of a worksheet (an embedded chart) or as a chart on
a separate worksheet. If you create an embedded chart, it will print side-by-side
with your worksheet data. If you create a chart on a separate worksheet, you can
print it independently. Both types of charts are linked to the worksheet data that
they represent, so when you change the data, the chart is automatically updated.
The Chart Wizard button in the standard toolbar enables you to quickly create a
chart.

To create a chart, follow these steps :
• Select the cells you want to chart, including the column titles and row labels.

These cells will be the source data for the chart.
• Click the Insert tab.

• In the Charts group, select the desired chart category (Column, for example).

• Select the desired chart type from the drop-down menu (Clustered Column,
for example).

• The chart will appear in the worksheet.

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To change the chart type
• From the Design tab, click the Change Chart Type command. A dialog box

appears.

• Select the desired chart type, then click OK.
To change the chart layout
• Select the Design tab.
• Click the More drop-down arrow in the Chart Layouts group to see all of the

available layouts.
• Select the desired layout.

To change the chart style
• Select the Design tab.
• Click the More drop-down arrow in the Chart Styles group to see all of the

available styles.
• Select the desired style.
• The chart will update to reflect the new style.

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C Dompu- ictionary

Chart : A graphic representation of worksheet data.

Functions : The complex ready-made formulae that perform a
series of operations on a specified range of values.

Microsoft Excel : A spreadsheet-application written and distributed by
Microsoft for Microsoft Windows.

Range : A rectangular group of connected cells.

Spreadsheet : A software tool for entering, calculating, manipulating
and analyzing set of numbers.

Recap

• A spreadsheet is a table which displays numbers in rows and columns.
Spreadsheets can be used for a variety of purposes (accounting, budgeting,
charting/graphing, financial analysis, scientific applications).

• Visicalc was the first electronic spreadsheet on a microcomputer, and it helped
turn the Apple II computer into a popular and widely used system.

• Microsoft Excel is a spreadsheet program included in the Microsoft Office
suite of applications.

• Conditional formatting allows you to specify how cells that meet a given
condition should be displayed.

• A range is a rectangular group of connected cells.

• Worksheets use formulae to perform calculations on the data you enter.

• An array formula can perform multiple calculations and then return either a
single result or multiple results.

• Functions are complex ready-made formulae that perform a series of operations
on a specified range of values.

• Excel provides a special AutoSum tool which builds a SUM formula in the
active cell based on a contiguous range of numbers, either above or to the left
of the active cell automatically.

• A chart is a graphic representation of worksheet data.

• A bar chart illustrates comparisons among individual items.

• A column chart shows data changes over a period of time or illustrates
comparisons among items.

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Review Yourself

1. State whether the following statements are true or false.

a. Visicalc was the first electronic spreadsheet on a supercomputers.

b. Microsoft Excel (full name Microsoft Office Excel) is a spreadsheet-
application written and distributed by Microsoft for Microsoft Windows.

c. Formula allows you to specify how cells that meet a given condition
should be displayed.

d. A range is a rectangular group of connected cells.

e. Excel provides a special AutoSum tool which builds a SUM formula in
the active cell based on a contiguous range of numbers, either above or
to the left of the active cell automatically.

2. Match the following. A graphic representation of worksheet data.
Microsoft Excel
Range The complex ready-made formulae that perform
a series of operations on a specified range of
Chart values.

Spreadsheet A spreadsheet-application written and distributed
Functions by Microsoft for Microsoft Windows.

A rectangular group of connected cells.

A software tool for entering, calculating,
manipulating and analyzing set of numbers.

3. Fill in the blanks.

a. _____________________was the first electronic spreadsheet on a
microcomputer, and it helped turn the Apple II computer into a popular
and widely used system.

b. Microsoft Excel is a __________________ program included in the
Microsoft Office suite of applications.

c. _____________________ allows you to specify how cells that meet a
given condition should be displayed.

d. A ________________ is a rectangular group of connected cells.

e. Worksheets use ____________________ to perform calculations on the
data you enter.

f. An_________________can perform multiple calculations and then return
either a single result or multiple results.

g. ________________are complex ready-made formulae that perform a
series of operations on a specified range of values.

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4. Answer the following questions.

a. What is Microsoft Excel? What are the advantages of Microsoft Excel?
b. What are the different types of data that can be entered in Microsoft

Excel?
c. What is the use of conditional formatting in Microsoft Excel?
d. What is a range?
e. What is a function? What are the three elements of function?
f. What are charts? List the various types of charts available in Microsoft

Excel.
g. What are the different element of Excel ‘s chart? Define each of them.

Hands-On Practice Time

Create the following worksheet.

Regional Sales and Expenses

Region Sales Expenses

North 164 157

South 185 190

East 180 140

West 120 175

Central 167 200

a. Plot a line chart using the ChartWizard for the above data.

b. Add legend (Sales and Expenses) to the chart.

c. Enter the chart title as Regional Sales and Expenses.

d. Give appropriate category and value axis titles.

e. Save the workbook file as Worksheet.

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Chapter 13

Computer
Graphics

Objectives

After completing this chapter, you will be able to:

y Define graphics software and name the popular graphics software.
y Define Adobe Photoshop and explain the different components of the Adobe

Photoshop.
y Explain the use of various tools available in the Adobe Photoshop.
y Explain how to change background and foreground colors.
y Explain how to use retouching tools.
y Explain how to work with layers.

C Ooncept verview

Graphics refers to any computer device
or program that makes a computer
capable of displaying and manipulating
pictures. Graphics software or image
editing software is a program or
collection of programs that enable a
person to manipulate visual images
on a computer. Most popular graphic
software are Adobe Illustrator, Corel
Draw, Photoshop. Illustrator and Corel
Draw are vector based and Photoshop
is raster or bitmap based software
although Photoshop have and significant
capabilities to work with vector objects.

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Adobe Photoshop 7

Adobe Photoshop is a graphics editing program developed and published by
Adobe Systems. It is a graphics editing application with a wealth of tools and
commands for working on digital images or bitmaps. Photoshop can create
any effect or style needed in a drawing or painting or layout. Photoshop is also,
currently, the leading graphics editing application.

To start Adobe Photoshop, follow these steps:

• Select Start | Programs | Adobe Photosop 7. The Adobe Photoshop window
appears.

Tool box Title bar
Menu bar

Option bar Rulers

Image Image title
window bar

The main components of the Adobe Photoshop window are as follows:

• Title bar It contains the name of the application.

• Menu bar It contains the main menu commands.

• Options bar It is placed below the menu bar. It displays different

options available for the tool selected from the toolbox.

• Toolbox It contains the various tools available in Adobe

Photoshop.

• Image Title bar It displays information about the image opened in

Photoshop.

• Image window It contains the image to be edited.

• Status bar It is located at the bottom of every document window

and displays information such as current magnification,

file size, etc.

• Ruler These are present along the top and left side of the image.

These help in positioning the image precisely.

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Adobe Photoshop Toolbox

The different tools available in the Adobe Photoshop 7 toolbox are:

Marquee Tool Used for making a selection on the image.

Move Tool Used to select and move images.

Magic Wand Tool Another tool for making a selection (similar colors at
once, for example).

Lasso Tool Used for making a free selection as you go.

Slice Tool Used to create slices in an image.

Crop Tool Used for cropping image.

Retouching Tool Used for correcting images.

Brush Tool Used for drawing freehand.

Clone Stamp Tool Used for selecting a source and copying it to another
place.

History Brush Tool Used for restoring a specified history state.

Eraser Tool Used for erasing the image (or part of it).

GradientTool Used for creating a gradient effect on images.

Smudge Tool Used to make a smudge on the image.

Sponge Tool Used to change the saturation of color in a selected
area.

Path Selection Tool Used for selecting the active path.
Horizontal Type Tool Used for inserting text in an image.
Pen Tool Used for creating vector shapes.
Rectangle Tool Used to draw a rectangle or a square.
Notes Tool Used for inserting notes in an image.
Eyedropper Tool Used for selecting a color.
Hand Tool Used for dragging an image when you are in the
‘zoom in’ state.
ZoomTool Used for zooming in and out.

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Using a Tool

To use any of tools, follow these steps:
• Click on the tool in the toolbox.
• If there is a small triangle at the tool’s right bottom corner, hold down the

mouse button to view the hidden tools. Then click on the tool you want to
select from the submenu.

Changing Background and Foreground Colors

With Photoshop, you can alter the appearance of an image by changing the colors
that make up the image. Photoshop allows you to work with the Foreground
color and the Background color. Photoshop uses the foreground color to paint,
fill and stroke selections. The background color is used to make gradient fills and
fill in the erased areas of an image. The default foreground color is white. You
can change the foreground or background color using the Eye dropper tool or the
Color Picker.

To change the foreground or background color, follow these steps:
• Click on the Foreground or Background color selection box in the toolbox.
• The Color Picker dialog appears.

Foreground Background
color box color box

• Drag the color slider. 149
• Click on the color selection box and choose a color.

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Computer Studies-8

Working With Images
While working with images, some part of an image can be copied to some other
location on the same images or to other image.
To copy a selection in the same image
The step to copy a part of an image to some other location in the same image are:
• Open the image. Make a selection using the Marquee/Lasso tool.
• Click on the Move tool in the toolbox.
• Keeping the Alt pressed, drag the selection to another location.

To copy a selection to some other image
The steps to copy selected portion of an image to some other image are:
• Open the image. Make a selection using Marquee / Lasso tools.
• Select Edit | Copy.
• Open the destination image(where the selected portion is to be copied).
• Select Edit| Paste.

Retouching Tools
The Retouching tools available in Photoshop are used to change or edit the pixel
arrangements in an image. These tools can be used within a selection or on an
entire image.

Some of the tools available for editing in this section are - Spot Healing Brush
tool, Patch tool, Red Eye tool, Clone Stamp tool, Eraser tool, Blur tool, Smudge
tool, Dodge, Burn and Sponge tools.

Spot Healing Brush Tool
The Spot Healing Brush tool is used to remove blemishes, scars, spots, and other
imperfections in your photograph. You simply have to click/drag across the flaw
you want to remove and it disappears.
• Open the image.
• Select the Spot Healing Brush tool from the toolbar.
• Select the Brush size in the Options bar.
• Also choose a Type option - Proximity Match or Create Texture - in the

Options bar.
• Click the check box of Sample All Layers option in the Options bar to sample

data from all visible layers.
• Click the area you want to fix, or click and drag to remove the flaws.

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150 Computer Studies-8