New Gateway to Computer Science 8

100 New Gateway to Computer Science Book-8 Working with Charts You can insert a chart in a document directly from Microsoft Word 2010. The data used to plot the sample chart is stored in an Excel worksheet that is associated with the Word file. You have full access to the same powerful charting features as you do in Excel and PowerPoint. There is no need to create a chart in Excel and then import it to Word. There are various types of charts like Column, Line , Pie, Bar, Area, Stock , Surface, Bubble, Radar, etc. To create a chart we can use the following steps. On the Insert tab, click Chart. The Insert Chart dialogue box opens. In the left pane, click on the desired chart type. (Templates) Click on the OK. Microsoft Excel opens, displaying a sheet containing dummy data for the chart. Scan Here For video tutorials

101 New Gateway to Computer Science Book-8 Change the data in Excel as needed. Edit both the numbers and the labels. You can insert or delete rows and columns as needed; the chart automatically reflects them. Switch to the Word window to view the chart. Working with Tables Tables are useful for organizing and presenting data. You can create a blank table, convert text to a table, and apply a variety of styles and formats to existing tables. To insert a blank table Place your insertion point in the document where you want the table to appear. Select the Insert tab. Click on the Table command. Place your mouse over the diagram squares to select the number of columns and rows in the table. Click on your mouse, and the table appears in the document. You can now place the insertion point anywhere in the table to add text.

102 New Gateway to Computer Science Book-8 To convert existing text to a table: Select the text you want to convert. Select the Insert tab. Click the Table command. Select Convert Text to Table from the menu. A dialogue box will appear. Choose one of the required options in the Separate text at: section. Click on OK. The text appears in a table. To add a row above an existing row: Place the insertion point in a row above the location where you want to add a row. Scan Here For video tutorials

103 New Gateway to Computer Science Book-8 Right-click the mouse. A menu appears. Select Insert and select Insert Rows Above. A new row appears above the insertion point. You can also add rows below the insertion point. Follow the same steps, but select Insert Rows Below from the menu. To add a column: Place the insertion point in a column adjacent to the location where you want the new column to appear. Right-click on the mouse. A menu will appear.

104 New Gateway to Computer Science Book-8 Select Insert Columns to the Left or Insert Columns to the Right. A new column appears as below. To delete a row or column: Select the row or column. Right-click on your mouse. A menu will appear. Select the Delete Cells option. Select the Delete entire row or Delete entire column, then click on the OK button.

105 New Gateway to Computer Science Book-8 Line spacing gives the gap between lines. Page setup helps to set top, left, and right and bottom margin. It also helps to select paper size. Page header is displayed at the top of the page and footer display at the end of the page. Headers and footers help to have similar information, such as page numbers or document titles, repeated at the top or bottom of every page. You can insert a chart in a document directly from Microsoft Word 2010. There are various types of charts like Column, Line , Pie, Bar, Area, Stock , Surface, Bubble, Radar, etc. Tables are useful for organizing and presenting data. Quick Learn 1. Fill in the blanks with suitable words. a. …………. tab holds the information related to file. b. …………… are the ready made features of word, which we can use directly in the document. c. …………….. option is used to copy the previous format of text and apply it for the new text or document. d. …………… are text or picture placed behind text in the document. e. In word document, the spelling mistakes of word or letters are underlined with ………. line and the grammar errors are underlined with ………… lines. f. ……………. helps to specify where a new page will begin in a document. g. ……………. gives the gap between lines. h. Page header is displayed at the …………… and footer is displayed at the ……….. page. EXERCISE

106 New Gateway to Computer Science Book-8 2. State whether the following statements are true or false. a. Ms-word helps to create, edit and format the text for the document b. Copying the text means changing the font size, colour, face, etc. c. Mail merge is used to create multiple documents at once. d. Paragraph endings are marked by a character that is usually hidden. e. Press [Ctrl] [1] to change the paragraph to double line spacing. f. The paragraph formatting dialogue box contains options for aligning text and indenting text. g. You can create page breaks by manually inserting a break where you need. h. Page setup helps to set top, left, and right and bottom margin. i. Headers and footers helps to have similar information, such as page numbers or document titles, repeated at the top or bottom of every page. j. You cannot insert a chart in a document directly from Microsoft Word 2010. 3. Write down the shortcut key to perform the following tasks. a. Increase paragraph indent. b. Applying single line spacing. c. Saving the document. d. Printing the document. e. Left align to the paragraph f. Applying page break. g. Inserting 1.5 line spacing. 4. Write down the proper steps for the followings. a. Inserting chart and changing its type. b. Creating table on MS-Word. c. Inserting header and footer. d. Changing paragraph alignment. e. Inserting watermark in the document. f. Applying boarder and shading. g. Saving and opening a document.

107 New Gateway to Computer Science Book-8 5. Write very short answer to the following questions. a. In which tab can you see the options like save, new, open, print, etc.? b. In which tab can you use to apply page setup? c. Which shortcut key can be used to make the text centre alignment? d. Which colour will appear on the word if it has spelling and grammar errors? e. Which tab can we use to apply header and footer in the document? f. Can we insert table and chart in word processing program? g. In which tab can you get Format Painter option? 6. Write short answer to the following questions. • What is Microsoft office word 2010? Explain its features. • What do you mean by paragraph formatting and font formatting? • What is the use of page break? Write down the steps to perform this activity. • What are page header and footer? What is the purpose of inserting header and footer in the document? • Write proper steps to convert the text into table. 7. Write long answer of the following questions. a. Explain the various tabs used by Microsoft Office Word 2010. b. What is design template? How to create a template? Write with proper steps. c. What is watermark text? What is the purpose of using it? Write proper steps to insert watermark in your document. • Perform the following tasks in your computer lab. a. Prepare your CV in Ms-Word. b. Prepare a table with at least 10 rows and columns. c. Design an advertisement format using text box and some drawing tools. d. Insert some mathematical formula in a document. e. Insert any three types of chart with result analysis in word 2010. Lab Activities

108 New Gateway to Computer Science Book-8 Design a page as given below in word processing programme Computer Hardware Computer hardware is the physical part or component of a computer. Hardware includes internal and external components such as the monitor, keyboard, hard drive disk, mouse, printers, graphic cards, sound cards, memory, motherboard and chips. The computer hardware can be classified as below. • Input Hardware An input device is a piece of computer hardware equipment that is used to provide data and instructions to the computer system for processing. • Processing Hardware Processing hardware is responsible to process all the activities inside the computer from the data entering stage to output stage. The CPU has the following three sections which are listed below. a. The arithmetic logic unit (ALU), which performs arithmetic and logical operations. b. The control unit (CU), which extracts instructions from memory and decodes and executes them. c. Registers/the Memory Unit, which is a temporary storage area which is responsible for holding the data that is to be processed. Primary and secondary Memory Computers are used not only for processing data for immediate use, but also for storing large volume of data for future use. In order to meet these two specific requirements, computers use two types of storage location; one is for storing the data that are being currently handled by the CPU and the other, for storing the results and the data for future use. The storage location where the data are held temporarily is referred to as the primary while the storage location where the programs and data are stored permanently for future use is referred to as the secondary memory. The primary memory is generally known as ‘Memory’ and the secondary memory as ‘storage’. Types of primary memory Random Access Memory (RAM): It is a volatile memory and losses all its data when the power is switched off. It is the main memory of the computer system that stores the data temporarily and allows the data to be accessed in any order. RAM is made up of different ICs, which are mounted on a printed circuit board. RAM is also known as read/ write memory because it can perform both read as well as write operations. The speed of RAM is faster than the other memory devices, such as hard disk, floppy disk, etc.

109 New Gateway to Computer Science Book-8 Introduction Microsoft Excel is a spreadsheet program. It provides a grid interface to organize the various information. You can use Excel to create and format workbooks in order to analyse the data. Specifically, you can use Excel to track data, build models for analysing data, write formulas to perform calculations on that data, pivot the data in various ways, and present data in a variety of professional looking charts. Excel is used widely in financial activity. It has the ability to create new spreadsheets where users can define custom formulas for the calculation. Excel is also used widely for common information organization and tracking like a list of sales leads, project status reports, contact lists, and invoicing. Excel is also useful tool for scientific and statistical analysis with large data sets. Spreadsheet Software-2010 8 Chapter Expected Competency At the end of this unit, students will be able to: • define MS-Excel with its application area and features. • explain the components of excel 2010. • identify the tool bars. • work with border and shading. • work with excel formula.

110 New Gateway to Computer Science Book-8 Features of Excel It is used for creating worksheet and workbooks. It is also used for various simple and some complex types of calculations. It is used for analysing the data. It is used for formatting numbers and text by adjusting column widths, text placement and numerical options. It is used for preparing charts, presenting numerical information in graphical forms. It provides placing text data to the web as on interactive file. How Excel Works? All the excel document is called a Workbook. A workbook always has at least one Worksheet. Work sheets are the grid where you can store and calculate data. You can have many worksheets stored inside a workbook, each with a unique worksheet name. The intersection of any given row and column is a cell. Cells are used to enter any information. A cell will accept a large amount of text, or you can enter a date, number, or formula. Each cell can be formatted individually with border, background color, and font color, font size, font name, etc. The First Excel Windows

111 New Gateway to Computer Science Book-8 Components of Excel 2010 File Tab You can use this tab to open or save files, create new sheets, print a sheet, and do other file related operations. The details are listed below in the table. Option Description Save This option is used to save the document. Save As This option is displayed asking for sheet name and sheet type. By default, it will save in sheet 2010 format with extension .xlsx. Open This option is used to open an existing excel sheet. Close This option is used to close an opened sheet. Info This option displays the information about the opened sheet. Recent This option lists down all the recently opened sheets. New This option is used to open a new sheet. Print This option is used to print an opened sheet. Save & Send This option saves an opened sheet and displays options to send the sheet using email etc. Help This option is used to get help about excel 2010. Options This option is used to set various options related to excel 2010. Exit This option is used to close the sheet and exit from excel.

112 New Gateway to Computer Science Book-8 Quick Access Toolbar This toolbar is located just above the File tab and provides a convenient resting place for the most frequently used commands. You can customize this toolbar based on your need. Ribbon Ribbon contains commands organized in three components : Tabs : They appear across the top of the Ribbon and contain groups of related commands. Home, Insert, Page Layout are the examples of ribbon tabs. Groups : They organize related commands; each group name appears below the group on the Ribbon. For example, group of commands related to fonts or group of commands related to alignment. Commands: Commands appear within each group as mentioned above. Title Bar This lies in the middle and at the top of the window. Title bar shows the program and the sheet titles. Help The Help Icon can be used to get excel related help anytime that you want. Zoom Control Zoom control helps to zoom in for a closer look at your text. The zoom control consists of a slider that you can slide left or right to zoom in or out. The + buttons can be clicked to increase or decrease the zoom factor. View Buttons The group of three buttons located to the left of the Zoom control, near the bottom of the screen are view buttons. The various zoom buttons are listed below. Normal Layout view : It displays the page in normal view. Page Layout view : It displays pages exactly as they will appear when printed. This gives a full screen look of the document. Page Break view : It shows a preview of where pages will break when printed.

113 New Gateway to Computer Science Book-8 Sheet Area The place where you enter data is called sheet area. The vertical bar is called the insertion point and it represents the location where text will appear when you type. Row Bar Rows are numbered from 1 onwards and are kept on increasing as you keep entering data. Maximum number of rows are 1,048,576 in Excel 2010. Column Bar Columns are numbered from A onwards and are kept on increasing as you keep entering data. After Z, it will start the series of AA, AB and so on. Maximum number of columns are 16,384 in excel 2010. Status Bar This bar displays the sheet information as well as the insertion point location. From left to right. This bar can contain the total number of pages and words in the document. Working With Templates It has various built-in templates. You can apply your own custom templates and to search variety of templates with the help of internet to find a template, you can use the following steps. Choose the File tab and select New option.

114 New Gateway to Computer Science Book-8 Under Available Templates, do one of the following: To reuse a template that you’ve recently used: Click Recent Templates, click on the template that you want, and then click on the Create. To use your own template that you already have installed: Click My Templates, select the template that you want, and then click OK. Note: You can also search for templates on Office.com from within Excel. In the Search Office.com for templates box, type one or more search terms, and then click on the arrow button to search. Creating a new workbook Choose File and select New option. Under Available Templates, choose Blank Workbook. Choose Create. Saving a workbook Choose the File tab and select the Save As option. In the Save As dialogue box, in the Save as type list, select Excel Workbook In the File name box, type a name for your workbook. Choose Save to finish. Scan Here For video tutorials

115 New Gateway to Computer Science Book-8 Entering data in a worksheet Select the cell where you want to enter data. Type the data in the cell. Press Enter or Tab to move to the next cell. Formatting numbers Select the cells that you want to format. Click on the Home tab, in the Number group, choose the Dialogue Box Launcher next to Number (or press CTRL+1). In the category list, click the format that you want to use, and then adjust settings if necessary. For example, if you are using the Currency format, you can select a different currency symbol, show more or fewer decimal places, or change the way negative numbers are displayed. Applying cell borders

116 New Gateway to Computer Science Book-8 Select the cell or range of cells that you want to add a border to. Click on the Home tab, in the Font group, click on the arrow next to Borders, and then click on the border style that you want. Creating an Excel table On a worksheet, select the range of cells that you want to include in the table. The cells can be empty or can contain data. Click on the Home tab, in the Styles group, choose Format as Table, and then select the table style that you want.

117 New Gateway to Computer Science Book-8 Applying cell shading Select the cell or range of cells that you want to apply cell shading. On the Home tab, in the Font group, choose the arrow next to Fill Colour , and then under Theme Colours or Standard Colours, select the colour that you want. Filtering data Select the data that you want to filter. On the Data tab, in the Sort & Filter group, click on Filter. Click the arrow in the column header to display a list in which you can make filter choices. To select by values, in the list, clear the (Select All) check box. This removes the check marks from all the check boxes. Then, select only the values you want to see, and click on the OK to see the results. Sorting the data Select a range of data, such as A1:E6 (multiple rows and columns) or D1:D6 (a single column). The range can include titles that you created to identify columns or rows. Scan Here For video tutorials

118 New Gateway to Computer Science Book-8 Select a single cell in the column on which you want to sort. Click to perform an ascending sort (A to Z or smallest number to largest). Click to perform a descending sort (Z to A or largest number to smallest). To sort by specific criteria Select a single cell anywhere in the range that you want to sort. On the Data tab, in the Sort & Filter group, choose Sort. The Sort dialogue box appears. In the Sort by list, select the first column on which you want to sort.

119 New Gateway to Computer Science Book-8 In the Sort on list, select either Values, Cell Colour, Font Colour, or Cell Icon. In the Order list, select the order that you want to apply to the sort operation such as alphabetically or numerically, ascending or descending (that is, A to Z or Z to A for text or lower to higher or higher to lower for numbers). We can use Excel to create and format workbooks in order to analyse the data. Excel is used widely for common information organization and tracking like a list of sales leads, project status reports, contact lists, and invoicing. Excel is also useful tool for scientific and statistical analysis with large data sets. You can have many worksheets stored inside a workbook, each with a unique work sheet name. The intersection of any given row and column is a cell. Quick Access Toolbar is located just above the File tab. Zoom control helps to zoom in for a closer look at your document or text. There are 1,048,576 rows in Excel 2010. Status Bar displays the sheet information as well as the insertion point location. Quick Learn Cell reference Cell reference refers to a particular cell or range of cells in a worksheet. Cell references are useful in excel to identify the data that should be used in formulas to calculate results. For example, the cell below occurs at the cross section of column C and Row 4. The cell reference is C4 and we can use C4 to refer to the data in that cell.

120 New Gateway to Computer Science Book-8 We can use cell references to refer to: Data from one cell in your worksheet. Data that is contained in different areas of your worksheet. Data in cells on other worksheets in the same workbook Types of cell reference There are three types of cell reference in excel. They are relative cell reference, absolute cell reference and mixed cell reference. The details are explained below. Relative cell reference It is a common cell reference in excel which is followed by the column letter with row number. By default, excel uses relative cell references. In the given formula in cell D3 below, cell D3 references (points to) cell B3 and cell C3. Both references are relative. Absolute cell reference An absolute cell reference is a cell address that contains a dollar sign ($) in the row or column coordinate, or both. When you enter a cell reference in a formula, excel assumes it is a relative reference unless you change it to an absolute reference. If you want part of a formula to remain a relative reference, remove the dollar sign that appears before the column letter or row number. For the given sheet absolute cell address can be written for Qty. as ($B$9) and for Rate as ($C$9). In the above sheet the formula remain same while copying due to its absolutes nature.

121 New Gateway to Computer Science Book-8 Mixed cell reference A mixed cell reference is either an absolute column and relative row or absolute row and relative column. When you add the $ before the column letter you create an absolute column or before the row number you create an absolute row. For example, $A1 is absolute for column A and relative for row 1, and A$1 is absolute for row 1 and relative for column A. If you copy or fill the formula across rows or down columns, the relative references adjust, and the absolute ones does not adjust. In mixed cell references the value of either one of the row or column changed/copied and another remained same. Working with Chart Select the data that you want to create a chart. Click on the Insert tab, in the Charts group, click on the chart type that you want to use, and then click on the chart subtype. Scan Here For video tutorials

122 New Gateway to Computer Science Book-8 Use the Chart Tools to add chart elements such as titles and data labels, and to change the design, layout, or format of your chart.

123 New Gateway to Computer Science Book-8 Operators Operators are the symbols used in a formula to define the relationship between two or more cell references, or between two or more values. They cause excel to perform some action. For example, in the formula: = A10 + B10, the plus sign is the operator. Various excel operators are explained below. Arithmetic Operators Arithmetic Operators are used for arithmetic calculations. The table below explain the symbols used in various arithmetic calculations. Task Operator Example Addition + 10+10=20 Subtraction − 10−5=5 Multiplication * 10*5=50 Division / 10/5=2 Percentage % 100*10%=10 Carrat ⋀ 2⋀5=32 The formula is visible only in the formula bar. A formula result will change as different numbers are entered into the cells included in the formulas definition. Relational operators Relational operators are used to compare two or more than two values. The table below explains about the relational operators. Operators Vales for evaluation A= 10 , B= 5 , C= 15 , D= 10 Output = (Equals to) A=B False A=D True > (Greater than) A>B True A>C False < (Less than) A<B False A<C True >= (Greater than or equal to) A>=B True A>=D True A>=C False <= (Less than or equal to) A<=B False A<=D True A<=C True

124 New Gateway to Computer Science Book-8 Logical operators These operators give true or false value by comparing two or more expressions. There are various logical operators among them IF, AND,OR, and NOT are mostly used operators. Functions Functions are predefined formulas and are already available in Excel. For example, cell A3 below contains a formula which adds the value of cell A2 to the value of cell A1. Parts of a function Each function has a specific order called syntax which must be followed in order for the function to work correctly. The basic syntax to create a formula with a function is to insert an equal sign (=), function name (SUM, for example, is the function name for addition), and argument. Arguments contain the information that you want the formula to calculate, such as a range of cell references. =SUM(B3:B12) Equal sign Argument Function name Working with arguments Arguments must be enclosed in parentheses. Individual values or cell references inside the parentheses are separated by either colons or commas. Colons create a reference to a range of cells. For example, =AVERAGE (D10:D20) would calculate the average of the cell range D10 through D20. Commas separate individual values, cell references, and cell ranges in parentheses. If there is more than one argument, you must separate each argument by a comma. For example, = COUNT (C6:C14,C19:C23) will count all the cells in the three arguments that are included in parentheses.

125 New Gateway to Computer Science Book-8 Various Excel Functions SUM function The SUM function is a built-in function that is used to find the sum for the group of cells. Syntax: SUM (number 1, [number 2 ……..number n]) OR SUM = (cell 1, cell2, [cell3: cell 4], …………….) Practical sample 1 Do the calculation as given. Formula: =SUM (D3:D6) The given sample displays the sum as 365. MIN function This function is used to find the minimum value in the specified cell. Syntax: MIN (number 1, number 2 ……..number n) OR MIN (Cell 1: Cell 2) Practical sample 2 Do the calculation as given. Formula: =MIN(D3:D6) The given sample displays the minimum value as 40. MAX function This function is used to find the maximum value in the specified cell. Syntax: MAX (number 1, number 2 ……..number n) OR MAX (Cell 1 : Cell 2) Scan Here For video tutorials

126 New Gateway to Computer Science Book-8 Practical sample 3 Do the calculation as given. Formula: =MAX(D3:D6) The given sample displays the maximum value as 165. AVERAGE function This function is used to display the average value in the given cell range. Syntax: AVERAGE (number 1, number 2 ……..number n) OR AVERAGE (Cell 1 : Cell 2) Practical sample 4 Do the calculation as given. Formula: =AVERAGE (D3:D6) The given sample displays the maximum value as 91.25 . PRODUCT function This function is used to find out the multiple values (product) in the given cell range. Syntax: PRODUCT (number 1, number 2 ……..number n) OR PRODUCT (Cell 1 : Cell 2) Practical sample 5 Do the calculation as given. Formula: =PRODUCT (D3:D6) The given sample displays the product of the numbers : 39600000. IF Function In excel this function is used as a logical function. It is used to evaluate two or more than two conditions either true or false. Syntax: IF (condition, [value (if true)]) , [value (if false)]

127 New Gateway to Computer Science Book-8 Practical sample 6 Suppose the pass marks of computer in theory is 20 out of 50 full marks. Now check whether the student is pass or fail in this subject. Formula: = if(c3<=19,”FAIL”, “PASS”) Scan Here For video tutorials Practical sample 7 Prepare a result sheet with total marks, percentage, result and division. Formula: To calculate total: =SUM(C3:H3) To analyse result: = IF(AND(C3>=40,D3>=40,E3>=40,F3>=40,G3>=40,H3>=40),"PA SS","FAIL") To calculate % : = I3/500*100 To calculate division: = IF(AND(K3>=80),"DIST",IF(AND(K3>=60),"FIRST",IF(AND (K3>=45),"SECOND",IF(AND(K3>=32),"THIRD","NO DIVISION"))))

128 New Gateway to Computer Science Book-8 After the use of formula, the above table display the given result. Cell reference refers to a particular cell or range of cells in a worksheet. An absolute cell reference is a cell address that contains a dollar sign ($) in the row or column coordinate, or both. A mixed cell reference is either an absolute column and relative row or absolute row and relative column. Operators are the symbols used in a formula to define the relationship between two or more cell references, or between two or more values. Functions are predefined formulas and are already available in Excel. Quick Learn 1. Fill in the blanks with suitable words. a. We can use …..... to create and format workbooks in order to analyse the data. b. Excel is also useful tool for scientific and …….. analysis with large data sets. c. You can have many worksheets stored inside a …………., each with a unique worksheet name. d. …………………. is located just above the File tab. e. There are …………….. rows in Excel 2010. f. ………bar displays the sheet information as well as the insertion point location. g. An absolute cell reference is a cell address that contains a …………….. in the row or column coordinate, or both. EXERCISE

129 New Gateway to Computer Science Book-8 2. State whether the following statements are true or false. a. Excel is used widely for common information organization and tracking reports and records. b. The intersection of any given row and column is an active cell. c. View tab helps to zoom in for a closer look at your document or text. d. Cell reference refers to a particular cell or range of cells in a PowerPoint. e. A mixed cell reference is either an absolute column and relative row or absolute row and relative column. f. Functions are the symbols used in a formula to define the relationship between two or more cell references, or between two or more values. g. Operators are predefined formulas and are already available in Excel. 3. Write down the proper steps for the followings. a. Sorting the data in ascending order b. Formatting the numbers c. Applying cell border d. Filtering the excel data e. Creating chart in excel sheet 4. Write down the function of the following Excel functions with its syntax. SUM , MIN , MAX, AVERAGE, IF 5. Write very short answer to the following questions. a. What type of program is excel 2010? b. In which tab can we click to save the excel workbook? c. What is the name of the bar which is located at the top of the excel work sheet ? d. Name various view buttons. e. How many default sheets are available in excel workbook? f. What is the name of last column in excel 2010. g. In which cell reference can we use dollar ($) sign? h. Name any two arithmetic operators. i. Which function is used to find the maximum value in the specified cell? 6. Write short answer to the following questions. a. What is MS-Excel? Define with its features. b. What is a design template? Explain in short. c. What do you mean by data sorting? Write its importance in excel. d. What is cell reference? For what can we use it? e. Explain the types of cell reference. f. What is function? Name any six excel functions. g. What are the parts of function? List out some common excel functions.

130 New Gateway to Computer Science Book-8 7. Write long answer to the following questions. a. What are the operators used in Ms-Excel? Explain all types of operators. b. Explain the excel function with syntax. • Open Ms-Excel 2010 and make a simple bill format as below. Perform the following tasks and save it under your name. Bhawan Books , Dang Nepal S.N Item Quantity Rate Amount Vat Discount G. Total 1 Pen 150 45 2 Pencil 200 12 3 Eraser 150 5 4 Ruler 200 10 5 G.Box 80 55 • Calculate the total amount. • Calculate Vat, Which is 13% of Amount. • Calculate Discount, Which is 5% of Amount • Calculate G.Total. • Sort the above data of table on the basis of item name. • Insert any two other sheet in your workbook. • Prepare a pie chart and bar graph for the following table data. Neelakantha School, Dhading Bensi SEE Result analysis Chart S.N Year Total Student No. of student Securing ‘A+’ Number of student Securing ‘A’ Number of student Securing ‘B+’ Number of student Securing ‘B’ 1 2070 150 50 30 20 50 2 2071 130 30 20 20 60 3 2072 120 30 30 30 30 4 2073 115 25 40 40 10 5 2074 110 20 20 40 30 6 2075 160 50 50 40 20 Lab Activities

131 New Gateway to Computer Science Book-8 Scan Here For video tutorials • Prepare a Result sheet as below A B C D E F G H I K 1 2 Roll No: Name Maths English Nepali Computer Opt. Maths Total Percent 3 1 Ramesh 80 66 48 77 73 ? ? 4 2 Gita 93 88 63 82 89 5 3 Shyam 92 67 56 84 78 6 4 Rasmita 89 59 42 84 68 7 5 Saujan 66 64 46 64 48 8 a. Calculate total marks. b. Calculate percentage. • Prepare a worksheet for expenses analysis Given, House rent = 15% Health = 10% Education = 20% Food = 25% Extra = 15% • Prepare a chart for population analysis of different regions A B C D E 1 2072 2073 2074 2075 2 West 880 790 560 650 3 East 980 990 880 1100 4 North 560 720 960 950 5 South 680 950 880 520 • Prepare bar • graph • Prepare pie-chart • Prepare a line graph.

132 New Gateway to Computer Science Book-8 Introduction PowerPoint is a presentation program developed by Microsoft. It is a complete presentation graphics package. It helps to create a professional looking presentation. It has word processing, outlining, drawing, graphing, and presentation management tools. It provides various features that offer flexibility and the ability to create an effective presentation. It can be used to create a presentation that includes music which plays throughout the entire presentation or sound effects for particular slides. The following are the common features of PowerPoint. The presentation is made up of a series of slides. The slides that you create using PowerPoint can also be presented as overhead projectors. You can print hand-outs, outlines, and speaker’s notes. You can format all the slides by using slide master. You can import what you have created in other Microsoft programs, such as Word and Excel into any slides. PowerPoint presentations work like slideshows. To convey a message, you can break it down into slides. Each slide has a blank canvas for the pictures, words, and shapes that Presentation Software-2010 9 Chapter This chapter covers the following topics: Expected Competency At the end of this unit, students will be able to: • explain the features and application of presentation program. • work with PowerPoint presentation. • work with different slide layout and slide design • work with charts, tables and audio.

133 New Gateway to Computer Science Book-8 will help you build your slide. Basically, you have to remember the following things while creating a presentation. 1. Choosing a theme. 2. Insert a new slide. 3. Saving the presentation. 4. Add text. 5. Formatting the text. 6. Selecting way of the text. 7. Adding the pictures from various sources. 8. Get out of Slideshow view. Working with PowerPoint In previous classes we discussed about basic learning procedure of PowerPoint like creating it, opening, saving, closing, editing and many more. In this chapter you will learn more about working with PowerPoint 2010. Checking Spelling errors When you make any mistakes on the spellings, you can use proofing features which helps you to produce professional, error-free presentations. Here, you will learn about the various proofing features, including the Spelling tool. You can run a spelling check, or you can allow PowerPoint to check your spelling automatically as you type. To run a spell check: Go to the Review tab. Click on the Spelling from proofing group. The Spelling dialogue box will open error that appears in your presentation and suggestions. You can select a suggestion and then click change to correct the error. Scan Here For video tutorials

134 New Gateway to Computer Science Book-8 If no appropriate suggestions are given, you can manually type the correct spelling and then click Change. Ignoring spelling errors The spelling check is not always correct. At that time, you can just ignore the errors with the help of given options. Ignore Once: This will skip the word without changing it. Ignore All: This will skip the word without changing all other instances of the word in your presentation. Add: This adds the word to the dictionary so it will never come up as an error again. Make sure the word is spelled correctly before choosing this option. Automatic spell check PowerPoint automatically checks the presentation for spelling errors, so you do not need to run a separate check using the spelling command. The spelling errors are indicated with the red wavy lines and green lines indicated for grammar errors.

135 New Gateway to Computer Science Book-8 To use the automatic spell check feature Right-click on the underlined word. A menu will appear as above. Click the correct spelling of the word from the list of suggestions. Modifying proofing options With the help of customizable proofing options, you can change the way of spelling errors, including automatic spell check and contextual spelling. Contextual spelling is an option that is turned off by default but that can be turned on which helps you to find and correct spelling mistakes. To modify proofing options Click on the File tab and choose the Options. Select Proofing, the PowerPoint Options dialogue box gives you several options to choose as the dialogue box given below. Move on when correcting spelling in microsoft office programs.

136 New Gateway to Computer Science Book-8 Check spelling as you type: Uncheck this box if you don’t want to check for spelling errors automatically. (This automatically checks Hide spelling errors.) Use contextual spelling: Check this box if you want to check for contextual spelling mistakes. Hide spelling errors: Check this box if you want to hide the red wavy lines that mark spelling errors. (This option is disabled if Check spelling as youtype is unchecked.) Note: If you turned off the automatic spell check, you can run a check by going to the Review tab and clicking the Spelling command. The corrected word will appear in the presentation. You can choose to Ignore an underlined word, Add to Dictionary, or go to the Spelling dialogue box for more options. Working with Theme A theme is a predefined combination of colours, fonts, and effects that can be applied to the presentation. PowerPoint has some built-in themes which allow you to easily create professional looking presentations formatting. You can modify themes by combining the colours, fonts, and effects from different themes and you can customize them even further by creating your own sets of colours and fonts. Here we will learn to modify theme colours, theme fonts, and theme effects, as well as apply a background style. Modifying themes To change theme colours Click on the Design tab then click on Theme Colours command from themes group A drop-down menu will appear. Place the mouse over the different sets of theme colours to see a preview.

137 New Gateway to Computer Science Book-8 Select the set of theme colours you want, or select Create New Theme Colours to customize each colour individually. To create new theme colours From the Design tab, click on the Theme Colours command on theme group. A drop-down menu will appear. Select Create New Theme colours. The dialogue box will show the twelve current theme colours. To edit a colour, click the drop-down arrow and select a different colour. To choose the exact colour you want, you may need to click More Colours. In the Name field, type the desired name for the theme colours, then click Save. The presentation will update to show the new theme colours. Scan Here For video tutorials

138 New Gateway to Computer Science Book-8 To change theme fonts From the Design tab, click the Theme Fonts command. A drop-down menu will appear. Place the mouse over different sets of theme fonts to see a live preview. Select the set of theme fonts that you want or Select Create New Theme Fonts to customize each font individually. To create new theme fonts From the Design tab, click the Theme Fonts command. A drop-down menu will appear. Select Create New Theme Fonts. The dialogue box will show the two theme fonts. To change the fonts, click the drop-down arrows and select the desired fonts.

139 New Gateway to Computer Science Book-8 In the Name field, type the desired name for the theme fonts, then click Save. The presentation will update to show the new theme fonts. To change theme effects From the Design tab, click on the Theme Effects command. A drop-down menu will appear. Move the mouse over different sets of theme effects to see a preview. Select the set of theme affects that you want. To save a theme From the Design tab, click the Themes command. A drop-down menu will appear. Select Save Current Theme.

140 New Gateway to Computer Science Book-8 Type a file name for your theme, then click Save. PowerPoint is the slide show presentation program developed by Microsoft Company. Slides are the page of PowerPoint. PowerPoint is available for multimedia work, presentations, advertisement design etc. We can use multimedia data like Graph, Pictures, Animation, etc. on the Power Point presentation. Slide layout is application for changing the slide design sample. A theme is predefined combination of colours, fonts and effects that can be applied to the presentation. You can change the theme font from design tab. Quick Learn

141 New Gateway to Computer Science Book-8 Background Style To apply a background style From the Design tab, click the Background Styles command in background group. Select the desired style. The new background will appear in the slides. If you want more control over the background, you can select Format Background from the menu. We have to use Slide sorter option to view multiple pages or slides on Power Point application. Design template gives different types of design sample to apply on slide. We can insert picture, table and other drawing samples on Power Point slide. You can change the background colour and texture by choosing a different background style. Master slide is the main slide of PowerPoint that controls all working slides. Quick Learn

142 New Gateway to Computer Science Book-8 Working with Chart A chart is a tool that you can use to communicate your data graphically. Displaying charts allows to see the meaning behind the numbers, and it makes showing comparisons and trends much easier. To use charts effectively, you need to know how to insert and modify it. Here, we will discuss on inserting charts and modifying them. Types of charts There are various type of chart, which we can use for different purposes. The different types of charts available in PowerPoint are listed below.

143 New Gateway to Computer Science Book-8 Identifying the parts of a chart The Vertical Axis (Gross Earning) The vertical axis is known as y axis. It is the vertical part of the chart. In the above chart, a column chart, the vertical axis measures the height or value of the columns, so it is also called the value axis. Data Series The data series consists of the related data points in a chart. If there are multiple data series in the chart, each will have a different colour or style. Pie charts can only have one data series. Legend The legend identifies which data series each colour on the chart represents. In the above table, the legend allows viewers to identify subject name in the chart. Horizontal Axis The horizontal axis is also known as the x axis. It is the horizontal part of the chart .In the above chart, the horizontal axis identifies the name of the students. It is also called the category axis. In a bar chart, the vertical axis will be the category axis. Inserting charts PowerPoint uses an Excel worksheet as a placeholder for entering chart data. Therefore, when you insert or edit a chart in PowerPoint, an Excel window will automatically open. Scan Here For video tutorials

144 New Gateway to Computer Science Book-8 To insert a chart Select the Insert tab. Click the Chart command in the Illustrations Group. The Insert Chart dialogue box will appear. Select a category from the left pane of the dialogue box, and review the charts that appear in the center. Select the desired chart. Click on the OK button. An Excel window will open with a placeholder for your data.

145 New Gateway to Computer Science Book-8 To enter chart data The data that appears in the Excel is placeholder source data that you will replace with your own information. The Excel source data is used to create the PowerPoint chart. 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 the Excel without saving then, the chart will update to your slide. Note: You can edit the chart data at any time by selecting your chart and clicking the Edit Data command in the data group on the Chart Tools Design tab.

146 New Gateway to Computer Science Book-8 Copying and pasting existing Excel data If you already have an excel worksheet with data you want to use for a PowerPoint chart, you can transfer the data by copying and pasting it. For this you can just press Ctrl + C to copy and Ctrl + V to paste on you desired location. Importing a chart from Excel If you have already created a chart in Excel, you can import and link it to your PowerPoint presentation. When you insert an Excel chart in PowerPoint, any updates you make to the original Excel chart will automatically update in your PowerPoint presentation, as long as the files remain in the same location. Click the Insert tab, and locate the mouse on Text group. Click the Object command. A dial ogue box will appear. In the dialogue box, click on create from file button. Click Browse. Find and select the desired excel chart, then click OK. Click the Link check box if you want to link the data to the Excel chart. Now, it will update itself when changes are made to the Excel chart.

147 New Gateway to Computer Science Book-8 Click on OK button. The chart will now appear in your PowerPoint presentation. Note: To edit an imported chart, double-click it to open the excel placeholder. After you have finished editing, to save the sheet. Modifying charts with chart tools There are many ways to customize and organize your charts. You can change the chart type, rearrange the data of chart and change the layout and style. To change the chart type From the Design tab, click the Change Chart Type command. A dialogue box will appear. Select the desired chart type.

148 New Gateway to Computer Science Book-8 Click on OK button. The chart will update in the slide. To change the chart layout Select the Chart Tools Design tab. Click the More drop-down arrow in the Chart Layouts group to see all of the available layouts. Select the desired layout. The chart will update to reflect the new layout.

149 New Gateway to Computer Science Book-8 Note: Some layouts include things like chart titles and legend labels. To change them, place the insertion point in the text and start typing. To change the chart style: Select the Chart Tools Design tab. Click on 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. Working with Table Tables are another tool that you can use to display information in PowerPoint. A table is a grid of cells arranged in rows and columns. Tables can be customized and are useful for various tasks such as presenting text information and numerical data.