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Figure: 4.36 Pivot Table and Pivot Chart
The Range of cells that Excel will include in our Pivot Table is A1 to F12. (You can change this if you
want.) Because we clicked in cell A2 to begin with, Excel has taken that as the first Row of Data. Excel
uses the labels from Row 1 as Headings. Excel will use these for our drop down boxes and data. Click
the Next button on Step Two. Step Three of the Wizard appears.
Figure: 4.37 Pivot Table and Pivot Chart
Accept the default position for the location of the Pivot Table-New worksheet. Click the Layout
button.
Figure: 4.38 Pivot Table and Pivot Chart
There are six Field Buttons on the right: Name, English, Math, Science, Grade and year. Now you can
click on a button, hold down your left mouse button and drag to an area on the left. Drag and drop
the Year button to the Row area, Grade to the column area, and English, Math, and Science to the
Data area. Click OK. You will be taken back to Step Three of the Wizard.
Click the Finish button. You'll then have a spreadsheet that looks like this one:
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Figure: 4.39 Spreadsheet
If you don't see the Pivot Table toolbar, click on ViewToolbarsPivot Table.
Extending the PivotTable
Locate the Name button on the PivotTable Field List or toolbar, and drag the Student button to the top
of the Pivot table, where it says "Drag Page Fields Here". Excel adds the Name field to the pivot table.
First, take a look at the scores. What the Pivot table is doing is adding all the scores up. Notice that it
says "Sum of Score". This is not much of use. So, we will find an Average which is much better for
analysis.
To change the Scores to Averages, do this
On the Pivot Table toolbar, click on the Pivot Table button. Pivot Table Field window pops up.
Figure: 4.40 Pivot Table Field
• Click on Average in Summarize by list, and then click OK. The scores will change on the
spreadsheet.
• Grand Total Row and Grand Total column can be a bit long. You can format these numbers as
follows;
• Highlight the Grand Total row. Go to HomeFormatCellsselect the Number tab on the
dialog box that appears.
• Format to 1 decimal place.
• Do the same for the Grand Total column.
Your Pivot Table should now be looking like the one below:
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Figure: 4.41 Pivot Table
Click the (All) black down arrow after Name to see the list of students. All the Students are listed
there. Click on Bindu, then click the OK button. Notice how your spreadsheet has changed. It should
now only be showing Bindu's results.
Try clicking the black down arrow of Year. All the Years have ticks in them. Click on a tick and it will
disappear. Try un-ticking a few of the Years. Then click the OK button to see what happens.
Figure: 4.42 Pivot Table
You can add comments to pivot tables. Similarly, we can change the type of Pivot Table Report. From
the Pivot Table toolbar, click the Pivot Table button. From the menu that pops up, select Format
Report. Click on any of the formats you like then click OK to see what happens. If you don't like what
you see, click EditUndo AutoFormat to get back to your Pivot Table.
What If Analysis
The real power in Excel comes in its ability to perform multiple mathematical calculations. One of the tools
in Excel that we can use to perform these calculations is a Data tool called What-If Analysis. What-if
analysis is a process of changing the values in cells to see how those changes affect the outcome of
formulas on the worksheet. Data table or sometimes called What-If table in MS Excel allows us to compute
many outputs from a series of input of one variable, or compute single output variable from variation of
two variables. What-If analysis allows you to see the effect that different values have in formulas.
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Three kinds of what-if analysis tools come with Excel: scenarios, data tables, and Goal Seek. Scenarios and
data tables take sets of input values and determine possible results. A data table works only with one or
two variables, but it can accept many different values for those variables. A scenario can have multiple
variables, but it can accommodate only up to 32 values. Goal Seek works differently from scenarios and
data tables; in that, it takes a result and determines possible input values that produce that result.
Use scenarios to consider many different variables
Scenarios are used as tools for what-if analysis. We can use scenarios to forecast the outcome of a
worksheet model A scenario is a set of values that Microsoft
Excel saves and can substitute automatically in the worksheet.
We can create and save different groups of values on a worksheet
and then switch to any of these new scenarios to view different
results. A scenario can have a maximum of 32 different values,
but you can create as many scenarios as you want.
For example, suppose you have two budget scenarios: a worst
case and a best case. You can use the Scenario Manager to create
both scenarios on the same worksheet, and then switch between them. For each scenario, you specify the
cells that change and the values to use for that scenario. When you switch between scenarios, the result
cell changes to reflect the different changing cell values.
Worst case scenario
1. Changing cells
2. Result cell
Best case scenario
If several people have specific information in separate workbooks that you want to use in scenarios, you
can collect those workbooks and merge their scenarios.
After you have created or gathered all the scenarios that you need, you can create a scenario summary
report that incorporates information from those scenarios. A scenario report displays all the scenario
information in one table on a new worksheet.
Scenario summary report
Figure: 4.43 Scenario Summary Report
Let us consider an example of a scenario. Suppose you’ve prepared the family budget, and found that you
have barely enough left for a entertainment. The question is, what can you cut back on to give yourself
more money for entertainment?
Let's create a spreadsheet to work with scenarios. Spreadsheet shows that only 46 rupees is left at the end
of every month. So, some cutbacks have to be made to increase the saving.
With a scenario, we can switch between our different budgets and see which one we like best.
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Figure: 4.44 Spreadsheet of Family Budget
To create your scenario, do the following:
• From the Excel menu bar, click on Data.
• What if analysis from the drop down menu, click on the Scenario Manager dialogue box pops up.
Figure: 4.45 Scenario Manager
• Click the Add button. The Add Scenario dialogue box pops up
Figure: 4.46 Add Scenario
• Click inside the Scenario Name text box and type Original Budget
• You now need to tell Excel which cells will be changing. Although nothing will be changing in this
scenario (because it's our original), we still need to specify which cells will be changing. We want to
reduce the Food bill, the Clothes Bill, and the Phone bill.
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• So click inside the Changing Cells text box
• Click back on your spreadsheet and highlight cells B7 to B9
The "marching ants" will appear around your selected area, and your dialogue box will look like this
one:
Figure: 4.47 Edit Scenario
• Click the OK button at the bottom. Excel will prompt you for the Scenario Values.
• We don't want the values on the original to change, so just click OK
• You are taken back to the Scenario Manager dialogue box, and you'll see the scenario you have just
created displayed.
• We now need to create another Scenario, so that we can switch between the original budget and the
new one. So click the Add button to add a new scenario.
• When you get the Add Scenario dialogue box back up again, click inside the Scenario Name text box
and type New Budget.
• The Changing cells text box should read B7:B9. These are the cells we want to change, so leave them
alone. Click the OK button at the bottom of the Add Scenario dialogue box
You will be taken to the Scenario Values dialogue box. It looks like the one below:
Figure: 4.48 Scenario Values
The values in the Text Boxes are the ones from cells B7, B8, and B9. Click inside each text box and
type in a different value. The 280 spent on food can be changed to something like 180. Take 50 off the
clothes bill. And take 20 off the phone bill. Your dialogue box will then look like this one:
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Figure: 4.49 Scenario Values
Click the OK button when you're done. You'll be taken back to the Scenario Manager. And this is
where the fun starts.
To view a scenario, click on one from the list. Then click the Show button. In the image below, New
Budget has been selected:
Figure: 4.50 Scenario Manager
• After you click the Show button, the figure changes. Select Original Budget from the list, then
click the Show button. Your spreadsheet should show the original figures.
• Click the Close button on the dialogue box when you're done. To view your two scenarios again,
just click on DataWhat if AnalysisScenario Manager. This will bring up the Scenario
Manager again.
• So a Scenario offers you different ways to view a set of figures, and allows you to switch between
them quite easily.
Scenario Reports
Another thing you can do with a scenario is produce a report. This is quite easy. To produce a report of
your scenarios, do the following:
• Click on Data menuclick What if Analysis on Scenario Manager from the drop-down menu. The
Scenario Manager dialogue box appears
• Click on the Summary button. The following dialogue box appears
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Figure: 4.51 Scenario Summary
• To change the result cells, click on your spreadsheet
• Click individual cells by holding down the Ctrl key on your keyboard, and then clicking inside a cell
with your left mouse button
• So hold down the Ctrl key and click on cell D3 (income)
• Hold down the Ctrl key and click on cell B12
• Hold down the Ctrl key and click on cell D13
• If you make a mistake and want to get rid of a highlighted cell, just click inside it again with the Ctrl
key held down
• Click OK when you're done
Excel will produce the Summary for you. It will look something like the one below:
Figure: 4.52 Scenario Summary
Create a scenario
1. Go to Data menuWhat if Analysis Scenario Manager Scenarios.
2. Click Add.
3. In the Scenario name box, type a name for the scenario.
4. In the Changing cells box, enter the references for the cells that you want to change.
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Note : To preserve the original values for the changing cells, create a scenario that uses the original cell values
before you create scenarios that change the values.
5. Under Protection, select the options you want.
6. Click OK.
7. In the Scenario Values dialog box, type the values you want for the changing cells.
8. To create the scenario, click OK.
9. If you want to create additional scenarios, click Add again, and then repeat the procedure. When you
finish creating scenarios, click OK, and then click Close in the Scenario Manager dialog box.
Merge Scenarios from Another Worksheet
It is easier to merge scenarios when all what-if models on the worksheets are identical. All changing cells
on the source worksheet must refer to the corresponding changing cells on the active worksheet. Microsoft
Excel copies all scenarios on the source sheet to the active worksheet.
1. Open all of the workbooks that contain the scenarios you want to merge.
2. Switch to the worksheet where you want to merge the scenarios.
3. Go to Data menuclick What if Analysis Scenario Manager ScenariosClick Merge.
4. In the Book box, click a workbook name. In the Sheet box, click the name of a worksheet that
contains the scenarios you want to merge, and then click OK.
5. Repeat this process if you want to merge scenarios from more worksheets.
Use Goal Seek to find out how to get a desired result
If we know the desired result of a single formula, but not the input value the formula needs to determine
the result, we can use the Goal Seek feature. When goal seeking, Microsoft Excel varies the value in one
specific cell until a formula that's dependent on that cell returns the result you want. Therefore, goal seek
is a method to find a specific value for a cell by adjusting the value of other cell. When goal seeking, Excel
varies the value in a cell that you specify until a formula that's dependent on that cell returns the result
you want. But, Goal Seek works with only one variable input value.
For example, suppose that we need to borrow some money. We know
how much money we want, how long a period we want in which to pay
off the loan, and how much we can afford to pay each month. We can
use Goal Seek to determine what interest rate we must secure in order to
meet our loan goal.
For example, use Goal Seek to change the interest rate in cell B3 incrementally until the payment value in
B4 equals 900.00. To apply Goal Seek:
• Go to Data menu → What if AnalysisGoal Seek. Goal Seek Dialog box appears.
Figure: 4.53 Goal Seek
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• Set cell means "Which cell contains the Formula that we want Excel to use?". In the above example,
this is cell B4 which contains the formula
• =PMT(B3/12,B2,B1). So enter B4 into the "Set cell" box.
• The "To value" box means "What answer are we looking for?". This is 900 in our case. So, just type
900 into the "To value" box.
• The "By Changing Cell" is the part which will be changed by to get the result 900. In our case, it is
interest rate. So type B3 into the box.
• Click OK and Excel will tell you if it has found a solution.
• Click OK again to display the result in the worksheet.
Use data tables to see the effects of one or two variables on a formula
Data tables are part of a suite of commands sometimes called what-if analysis tools. A data table is a range
of cells that shows how changing certain value in the formulas affects the results of the formulas. If we
have a formula that uses one or two variables, or multiple formulas that all use one common variable, we
can use a data table to see all the outcomes in one place. Data tables provide a shortcut for calculating
multiple versions in one operation and a way to view and compare the results of all of the different
variations together on the worksheet. Because we focus on only one or two variables, results are easy to
read and share in tabular form. If automatic recalculation is enabled for the workbook, the data in data
tables immediately recalculates; as a result, we always have fresh data.
One-variable data tables: A data table cannot accommodate more than two variables. If we want to
analyze more than two variables, we can use scenarios. Although it is limited to only one or two variables,
a data table can use as many different variable values as necessary. For example, use a one-variable data
table if we want to see how different interest rates affect a monthly mortgage payment. In the following
example, cell D2 contains the payment formula, =PMT(B3/12,B4,-B5), which refers to the input cell B3.
Let us consider that a person has 2000 Kg of fruit, which he usually sells at Rs. 20 per Kg. But, due to
competition, he feels that he must reduce the price, and still get the profit. For this, he can use different
rates and make analysis on how much profit he can make after selling at reduced price (eg if he sells at Rs.
19 or 18.5 or Rs.18). He can calculate the income as follows using tables.
Figure: 4.54 One-variable Data
Here, Sales amount can be calculated by multiplying Quantity and Unit Price.
• Put formula in cell B4. The formula is: =B1*B2. It will calculate Sales amount which is equal to 4000.
(Try second table using column input cell, and Cell D8).
The answer is in cell B4, because when you want Excel to
recalculate a Table in Rows, the formula must be inserted
one Column to the Left of your first new value, and then one
Row down. Our first new value is going in cell C3. So, one
column to the left takes us to the B column. One row down
is Row 4. So the formula goes in cell B4.
• Next, click inside cell B3 and highlight to cell E4.
Excel is going to use the formula in cell B4. It will then look at the new values on Row 3 (not counting
the zero), and then insert the new totals starting in cell C4.
• Go to Data menuWhat if Analysis Data Table. The Table dialogue box appears.
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We want Excel to fill our new values in Row 4, so we need the Row input cell. So,
• On the Table dialogue box, click inside the "Row input cell" text box.
• Enter your cell reference (B4) in Row input cell box.
• Click OK when you are done.
If you got it right, your spreadsheet will look like the one below:
Figure: 4.55 Data Table
So, original price gives Rs. 4,000. If the price is reduced to Rs. 19, seller will make 3800, and so on.
Therefore, tables are useful tools when you want to analyze values that can change. In short, MS Excel is a
program that is used in arithmetic calculations, statistical, scientific, engineering, financial, business and
many other sectors for analysis and decision makings.
Presentation
We often communicate with each other formally or informally in order to share our ideas and experiences
on many subjects using spoken language, signs and visual or written text. When we need to disseminate
information to a wider group of audience, we may arrange seminars, workshops, meetings or discussion
forums, and deliver speech, and use poster, pamphlets or other means of advertisements. This is a kind of
presentation.
Before the invention of computers and software, people used posters or drawings to show any necessary
graphics to the audience. In some cases, the speaker would have a 35 mm slide projector with a series of
individual slides to show photographs on a screen. But, with the expansion and wider use of computer
technology, people started using computer technology for graphics and presentations in the seminars and
workshops. Traditional ways of graphic displays and presentations are gradually replaced by computer
technology. Today, many software package suites contain a program designed to accompany the speaker
when he makes a presentation. The specific presentation program in this suite of programs is usually in
the form of a slide show, much like the ones used in years past.
Concept of Presentation
Presentation is the practice of showing and explaining the content of a topic to an audience or learner.
Presentations are a popular - and highly effective - way to share information. Now a days presentation is
usually delivered in a slide show format containing text and graphics, incorporating sound and visual
effects. It can be created with a variety of programs. Presentation program is a tool used to create visual
presentations. The programs make it possible to combine text, graphics, sound, video, pictures, and
animation elements to convey important information to a group of people all at once. Common uses of
presentation software include teaching a new or complex concept to a group of students, announcing the
launch of a new product or service campaign to employees, training employees on key concepts or new
policies, or presenting a summary of a report or proposal to a group.
These presentations can be projected from a computer display projection unit, or the slides can be printed
out onto transparencies, and papers. Presentation program like power point can be used to produce
presentations, slides, handouts, speaker's notes, and outlines. PowerPoint's use of templates lets us design
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consistent slides without being an expert designer. Therefore, creating presentations using software
programs has become simplified, enticing and entertaining. Presentation software contain a text editor to
add text, and facilities to add charts and graphic images such as photographs, clip art or other objects to
liven up slide show, and make the idea clear.
We generally use computer and display unit, presentation software, multimedia projector unit, speaker,
and projection screen (or use the wall as projection screen). It is much comfortable to use software
presentation rather than using the conventional methods. Software presentation is equally useful and
attractive for all categories of audience including children, adults or old people. Watching the presentation
while hearing about it helps both visual and audio learners absorb the intended information. Therefore,
presentations using software has become so popular that people feel uneasy whenever they need to use
traditional means, such as card boards, transparencies or posters, to deliver their ideas.
Designing our material well is crucial for success. A good design is one that will work in its intended
environments and enable our material to be understood. Once we know the target delivery methods
(lecture, print etc.), we can consider how best to design our material whilst supporting the different
objectives we set out to achieve. The major points that should be taken into consideration while preparing
presentations are;
• Identifying the audience
• Clear legibility
• Attractive use of colors
• Effective layout
• Use of digital media objects supporting the idea, and it should not detract from the content.
Therefore, a presentation program is a computer software package used to design and display
information, normally in the form of a slide show. It typically includes three major functions:
• An editor: It allows text to be inserted and formatted
• A method: A method for inserting and manipulating graphic images, and
• A slide-show system: It helps to display the content to the audience.
Types and Use of Presentation Program
Presentation software (also called "presentation graphics") is a category of application program used to
create sequences of words and pictures that tell a story or help support a speech or public presentation of
information. Presentation software can be divided into business presentation software and more general
multimedia authoring tools, with some products having characteristics of both. Business presentation
software emphasizes ease- and quickness-of-learning and use. Multimedia authoring software enables us
to create a more sophisticated presentation that includes audio and video sequences. Business presentation
software usually enables us to include images and sometimes audio and video developed with other tools.
Some very popular presentation software, such as Microsoft's PowerPoint and Lotus's Freelance Graphics,
are sold stand-alone or can come as part of office-oriented suites of software. Other popular products
include Adobe Persuasion, Astound, Asymetrix Compel, Corel etc.
Presentation Programs in Use
Presentation programs have been developed by many companies. Based on the brand, some of the
presentation program types are;
1. PowerPoint – It is one of the most popular programs on the Windows platform, and widely used
presentation applications, in PCs. It is a complete presentation graphics package created by
Microsoft. PowerPoint is generally available as a component of Microsoft Office suite. It can also be
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bought in the market as a stand alone program. It creates presentations that work like a slideshow.
Each slide can contain text, graphics, charts, graphs, and even music or sound effects. The slides can
be arranged in proper order. The slideshow can also be exported as a movie file that could then be
burned to a DVD for playing in any DVD player. It gives everything we need to produce a
professional-looking presentation. PowerPoint offers word processing, outlining, drawing, graphing,
and presentation management tools- all designed to be easy to use and learn.
2. Google Docs: Google Docs is a free software package that includes a presentation creator. Google
Docs stores data on an online server. This means that the presentation can be viewed over the
Internet from any location. A mobile version exists as well to allow users to browse their documents
on a Smartphone or other mobile device.
3. Open Office Impress: It is created by Sun Microsystems Inc. OpenOffice Impress, is part of a suite of
programs offered as a free download. The suite also contains a word processor, a spreadsheet
program and a drawing program.
4. Windows Movie Maker: It is a desktop video program, created by Microsoft, installed on every
Windows computer. Windows Movie Maker allows us to create and edit movies to use in our
presentation, although we can also add still photos or graphics and create a slide show.
5. Keynote: It is created by Apple Computer which is the leader in presentation software on a Mac
platform. It is part of a suite of programs called iWork. Apple Keynote represents the current state of
the art in this category, ease-of-use features and advanced support for multimedia, including scalable
graphics, smoothed fonts, dual displays, etc. It imports and exports most of the file formats. The
main down-side is that it's only available for the latest Mac OS.
6. MagicPoint: MagicPoint is a presentation creator that is used to create slideshows for conferences.
MagicPoint is geared toward computer programmers, as there is no graphical user interface. The
presentation is created completely by text, entering text in a special programming language designed
just for the application.
7. SundayPlus: Prologue SundayPlus is a well-regarded program designed to assist churches with the
use of multimedia technology in their worship services, and is easy for novices to work with.
However, there's no reason it couldn't be used for secular presentations as well. It's available for Mac
and Windows.
8. Freelance Graphics: Lotus Freelance Graphics is part of IBM's SmartSuite package (along with 1-2-3,
WordPro, Organizer, etc). It can handle most presentation tasks (including reading .PPT files and
exporting stand-alone executables) well enough to make PowerPoint unnecessary for SmartSuite
users.
9. Corel Presentations: It is one of the three major applications included in the standard WordPerfect
Office suite (with WP and Quattro). It has all the features like templates, snazzy backgrounds,
dynamic transitions, etc.; plus support for animation and sound within slides. Not only can it import
and export PowerPoint files, it can also produce Flash files for publishing on the Web.
Types of Presentation Programs
From the above discussion on types of presentation programs, presentation programs can be divided into
different types depending on technology and method of presentation, their intended purpose;
1. General Purpose: These are the programs that have their own text editor, and help to present the
idea using textual information. Other formats like graphics and videos can also be included as a part
of information. But, text plays major role. Though the PowerPoint can be used as multimedia
program, it is a kind of general purpose presentation program. Similarly Corel Presentation,
Freelance Graphics also come under this category.
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2. Video Presentation Program: Some programs are designed solely to work with, and present the
video to the audience. Video presentation software is used to present video on computer desktops
and online as well as to project presentations incorporating video. We can add pictures and graphics
as well and create slide show. Windows Movie Maker, Apple iMovie, iPhoto Visual Communicator
are examples of video presentation program. The slides can contain text, images, audio, or video. If
video is contained in a slide, it can be played in the course of a presentation. A series of slides with
text and images can be linked to a voiceover and the whole made into a movie.
3. Multimedia Presentation Program: Some programs are developed entirely for multimedia purpose.
These programs are used to design and display the information in the form of multimedia.
Multimedia is a combination of more than one form of media in a single presentation. Multimedia
incorporates text, pictures and graphics, audio, video, and animation in a single presentation.
Macromedia Flash, Director are some of the multimedia presentation programs.
4. Online Presentation Programs: Online presentation software that connects people at a distance in
real time is often referred to a web presentation software or web conferencing software, and the
result may be called a webinar (Eg. Zoom, Google meet, etc). This type of presentation software
includes Google Docs, Adobe Acrobat Connect, IBM LotusLive, GoToMeeting, and Vyew. Among
these, Vyew is a free service. These programs allow sharing of presentations, documents, drawings,
applications, screen-sharing, and more. One person can lead the presentation and keep the floor or
invite interaction — either each attendee using audio-conferencing capabilities or using instant
messages, if the speaker has the floor and is taking questions without yielding the floor. The leader,
or all participants, may be able to be shown in live video. There may be a place to take notes, a way
to invite participants, and a list of attendees.
Online presentations are slide sets that are completely Web-based, freeing users from the burdens
and constraints of desktop presentation software. They are built and managed via the Web from end-
to-end, making them not only more readily accessible, but also more interactive, more dynamic, and
more compelling. Online presentation software allows users to perform all tasks across the
presentation lifecycle quickly, easily, and conveniently, from any Internet-enabled PC or handheld
device.
5. Zooming Presentations: Recently a new presentation paradigm has emerged: zooming presentation
programs (eg. AHEAD and Prezi). Instead of individual slides these ZUIs (zoom user interface) are
based on one infinite canvas on which all content is presented. This allows for non-linear
presentations, the option to present richer detail of content, and to give a better overview and
understanding of complex visual messages and relations.
Certain presentation programs also offer an interactive integrated hardware element designed to
engage an audience (e.g. audience response systems) or facilitate presentations across different
geographical locations (e.g. web conferencing). Other integrated hardware devices ease the job of a
live presenter such as laser pointers and interactive whiteboards.
Uses of Presentation Programs
The use of presentation programs is in the rise due to the ease and simplicity in creation and presentation,
effectiveness, combination of different elements like text, audio, video, graphics etc, and enticing and
entertaining features associated with them. The major uses of presentation programs are;
1. Presentation software is used to create a variety of visually appealing slides and audio-visual aids for
public speaking and presentations.
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2. Presentation programs can be used to create complete presentations that include:
Slides,
Outlines,
Speaker's Notes,
and Audience Handouts
3. It can be used as a communication media between the speaker and audience. It is helpful to
communicate three kinds of messages- physical message (sign or gestures), story messages (text) and
visual messages.
4. It helps both the speaker with an easier access and management to his ideas and the participants with
visual information which can be complemented with the talk.
5. It can be used to either supplement or replace the use of older visual aid technology, such as
Pamphlets, handouts, chalk boards, flip charts, posters, slides and overhead transparencies.
6. Teachers can use presentation software to create and organize effective presentations for small
groups, entire classes, and web-based viewing. PowerPoint presentations may contain graphics,
digital photos, animations and sound.
7. Students may use presentation software to create presentations that demonstrate what they have
learned in a given subject area or to showcase the findings of a research assignment. Presentations
are also ideal for capturing the learning process over a period of time. In addition to slides, user can
print audience handouts, outlines, and speaker's notes.
8. It helps to keep entire presentation in a single file- all the slides, speaker's notes, and audience
handouts.
9. As computers and technology such as data projectors and whiteboards become more widespread in
education, presentation software is increasingly being used in schools as a teaching tool and as a
resource for learners to prepare and present information.
10. Creating multimedia presentations: As well as adding text and images to a slide presentation, it is
possible to add video sequences, audio and music; thereby making it possible to convert a slideshow
into an interactive and engaging multimedia presentation. In some cases, it is also possible to watch
presentations on the internet. Presentation software can make learning a dynamic and engaging
experience for learners of all ages and abilities.
11. Helping people with disabilities or learning difficulties: Presentation software can be particularly
helpful for learners who have a disability or a learning difficulty and find traditional ways of
learning either difficult or impossible. For example, it is possible to make Microsoft PowerPoint
switch-accessible for learners who have complex difficulties.
12. The presentations themselves can also be categorized into different types depending upon their use.
The most common presentations are;
Professional or work-related: such as business, marketing and advertising, product and service
promotion campaigns.
Education: for teaching, learning and disseminating thesis, research, proposals, key concepts,
new findings and in training etc.
Worship: In churches for worships and prayers, and
General communication: Common power point presentations, web based or video presentation
etc can be used for dissemination of public information, creating awareness, and sharing ideas.
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13. PowerPoint presentations can be made into photo albums, complete with music or narrations, to
distribute on CDs or DVDs. In the sales field, an illustrative chart of data or an organizational chart of
a company's structure can be added. Presentation can be made into a web page for emailing
purposes or as a promotion displayed on your company's website.
Basic/Fundamental of Presentation
Presentation programs are used to design and present slides. Slides can be designed using different
templates and layouts, add animation and transition effects etc. The "slide show" is a presentation tool,
and not the presentation itself. We can prepare professional presentations, if we get clear understanding of
basic concepts used in presentation programs. Therefore, in this chapter, we will discuss some basic
fundamental of presentation.
1. Presentation: It is a primary type of file created in a presentation program. In PowerPoint,
presentations typically have the file extension .ppt; however, you can also save PowerPoint
presentations as Adobe Acrobat documents with the file extension .pdf. Finally, we can save our
presentation as a web page, with the file extension .html or .htm.
2. Slides: Slides are individual parts of a presentation. Slides are similar to the individual pages in a
print document, and can contain text, graphics, and animation. MS PowerPoint is a software
application that has replaced 35mm slide shows of the past. One creates this presentation tool by
creating a series of horizontally formatted "slides".
3. Layout: It is a specific arrangement of text and images on a slide. Layouts can be very simple,
consisting of simple titles and text, or they can be more complex and include elaborate colors and
images. We can also include animation, sounds, and other multimedia objects in our layout.
4. View: Microsoft PowerPoint has three main views: normal view, slide sorter view, and slide show
view. Normal view is the main editing view. Slide sorter view is an exclusive view of your slides in
thumbnail form, helpful for rearranging the order of your slides. Slide show view takes up the full
computer screen, like an actual slide show presentation. In this full-screen view, you see your
presentation the same way as your audience will.
5. Design Template: The specific “look” of a slide or group of slides. A design template can be very
basic - with black text on a white background - or it can be very colorful and complex. Typically,
PowerPoint presentations have the same design template for all slides, although it is possible to
select a different design template for each slide.
6. Slide Show: It indicates the way a presentation appears when you are presenting it. When you
display your slides in a slide show, the slides typically take up the whole screen, and they appear in
sequence.
7. Placeholder: Boxes with dotted or hatch-marked outlines that appear when you create a new slide is
called placeholder. These boxes act as "placeholders" for objects such as the slide title, text, clip art,
charts, and tables. Placeholders are sometimes called “text boxes.” Each slide is created by putting a
number of "placeholders" on each slide. These placeholders can be formatted to any size and hold
either text or graphics.
8. Sizing handles: Small circles that appear along the edges of the selection rectangle around an object
on your slide. You drag a sizing handle to change the shape or size of an object. To maintain the
proportions of an object while resizing, simply drag a corner handle.
9. Animation: Animation is a type of optical illusion. It involves the appearance of motion caused by
displaying still images one after another. Often, animation is used for liven the presentation and
entertainment purposes. In addition to its use for entertainment, animation is considered a form of
art. It is a simulation of movement created by displaying a series of pictures, or frames. Cartoon on
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television is one example of animation. Animation on computers is one of the chief ingredients of
multimedia presentations. There are many software applications that enable you to create animations
that you can display on a computer monitor. We can add "special effects" for each placeholder, such
as fly ins, fly outs, etc. to add interest and "sizzle" to the presentation.
10. Master Slide: It is the design template or design theme used for the slides within presentation. There
are four different master slides -- title master, notes master, handout master and the most common,
the slide master. The default design template when you first start a presentation, such as PowerPoint,
is a plain, white slide. This plain, white slide and the font choices used on it were created in the slide
master. All slides in a presentation are created using the fonts, colors and graphics in the slide
master, with the exception of the Title slide.
Many colorful, preset design templates are included with PowerPoint to make your presentations
more interesting. To make global changes to your slides, edit the master slide rather than each
individual slide.
Starting PowerPoint
We can follow simple steps, as in MS Word and Excel, to start MS PowerPoint. The steps are;
• Double click quickly on the PowerPoint icon on the Windows desktop, or
• Click-on the Start button, in the lower left corner of the screen, then click-on Programs, and then on
Microsoft PowerPoint. The power point window appears as shown below.
Figure: 4.56 Microsoft PowerPoint
PowerPoint has a window which is similar to word and excel window. But, the PowerPoint window has
several unique elements, as shown in the figure above.
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Figure: 4.57 Microsoft PowerPoint
Notice that the screen is divided into three sections. On the left (left arrow), you’ll see an area that
indicates Outline and Slides at the top. When you first open PowerPoint you’ll notice that the Slides Tab
is “white.” This means that you’ll be able to see a small version of each slide as we create it.
In the center of the screen (center arrow) you’ll see a PowerPoint Design Template. We can use these
templates to create slide show.
On the right side of the screen (right arrow) you’ll see a New Presentation Task Pane. This is where
you’ll select and edit all of the various screen templates, images, and sounds that you’ll use to create slide
show.
The New Presentation task pane in PowerPoint gives you a range of ways with which to start creating a
presentation. These include:
• Blank Start with slides that have minimal design and no color applied to them.
• Existing presentation Base your new presentation on one that you have already written and
designed. This command creates a copy of an existing presentation so you can make the design or
content changes you want for the new presentation.
• Design template Base your presentation on a PowerPoint template that already has a design
concept, fonts, and color scheme. In addition to the templates that come with PowerPoint, you can
use one you created yourself.
Figure: 4.58 Microsoft PowerPoint
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• Templates with suggested content Use the AutoContent Wizard to apply a design template that
includes suggestions for text on your slides. You then type the text that you want.
• A template on a Web site Create a presentation using a template located on a Web site.
• A template on Microsoft.com Choose from additional PowerPoint templates in the Microsoft
Office Template Gallery. These are arranged according to type of presentation.
In the image on the right (New Presentation) especially notice the Blank Presentation icon in the
New group (see arrow at right).
Move your cursor over the small white image to the left of Blank Presentation. A “small pointy
hand” that appears indicates that this is a link to the Template Pages. Click the left mouse button.
A new Slide Layout Task Pane appears on the right side of the screen.
Figure: 4.59 New Presentation Tool Bar and Slide Layout Task Pane
Apply slide layout – Text Layouts on the task pane will be the screen we will use to select different
templates for each of the slides.
Notice in the Text Layouts area that the top left slide has a blue line around it. This marks this Title
Slide as the first slide in the presentation.
You can choose any of the templates in the Apply slide layout area to be your first slide.
Beginning the presentation
You will notice, in the lower left corner of the screen, Slide 1 of 1 is indicated. You can see that the
screen looks like the one below.
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Figure: 4.60 Slide Screen
Adding Text
PowerPoint starts with a blank presentation, which contains a default title slide. To enter text onto the
slide, click where it says Click to add title and type your text. If you do not include a subtitle, the text
Click to add subtitle will not appear in your finished presentation.
The text box, after you click, will look similar to the one below.
Figure: 4.61 Adding Text
To insert the text in this formatted text box, we simply enter the title: MS PowerPoint
Now, Click on the second box “Click to add sub-title” and type:
Presentation
Fundamentals
Master Slide
Animation
Adding New Slide Button
To add a new slide in the existing slide;
• Click-on the New Slide button on toolbar, or
• Go to Home menuNew Slide or Press <Ctrl+M>
A new slide will appear in the center section of your screen. It will resemble the the previous slide. When
we don’t want to use this Title and Bulleted List slide, we can use the Slide Layout Task Pane to choose the
template we want to use.
Figure: 4.62 Adding New Slide Button
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Click in the Click to add title box and type: Animation
Click in the • Click to add text box and type:
• Sound
• Video
• Graphics
• Text
Notice how each line appears with a “bullet” ( • ) in front of it.
Saving
To save the presentation for the first time;
• Go to Office Button (File) MenuSave As in the drop down menu that appears.
In the upper left corner, of the Menu Screen that appears, you will see: Save in. Click-on the small “
V ” to the right of the area next to Save in and it will show you the various disk drives available on
which you can save. Point to the one you want, and click-on it. If you choose the C: drive, choose
the folder in which you want to save, by double clicking quickly on the folder.
Now click in the box to the right of File name: and delete everything in the box. Then type in File
name eg. PowerPoint and click-on Save.
PowerPoint Views
PowerPoint has three different views. There are generally three “buttons” in the lower left corner of
the screen which looks like as shown in figure:
The first box (“depressed”) indicates Normal View. The first default view that we see is called
Normal View. The next is Slide Sorter View, and the last one is for Slide Show.
Normal View provides a comprehensive view for each slide with notes and outline, and acts as the
“mini-previews” of each slide in the area on the left.. Slide Sorter View displays multiple slides and
lets you quickly change their order in the presentation. Finally, the Slide Show view is also called
preview. It is used to run the whole presentation.
We can use the three buttons at the bottom left of the window to change slide views. For example,
you can switch from Normal view to Slide Sorter view by clicking one of these buttons.
There is one section at the bottom of the Normal view screen displaying "Click to add notes". In this
area we can type “speaker notes” for each slide. When we get to printing, we will see that there is a
print selection so we can print our notes for each slide. Then, during presentation, we can refer to
the printed notes.
Slide Sorter View
In Slide Sorter View we can see small images of each slide. This view assists us in arranging slides in the
order that we desire for the presentation.
To rearrange the slides:
• In slide sorter view left click on a slide and, while holding down the left mouse button, drag the slide
to new desired position while holding down the mouse button, drop it.
Slide Show View
It is used to view our presentation. If you click on it, you will see how the slide on which you are working
will look. When you are finished looking at the slide in slide show view, press the Esc key in the
Keyboard. This will end the slide show and take back to the View in which you were working.
Click-on Normal View to return to your slide creation area.
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Editing a Presentation
Editing refers to adding, deleting text and graphics, copying or cutting and pasting from one location to
another location, doing or undoing an action (eg. typing or inserting), finding and replacing or editing
formatting etc. We can perform all of these actions in power point using different commands and tools.
Some of the editing activities are discussed in this lesson.
1. Enter and Edit Text in Outline View: PowerPoint's Outline Area lets you focus on the content of
your presentation, by typing up the outline prior to laying the presentation out. After you type an
outline, you can concentrate on how your presentation looks.
The boundary of the Outline Area can be resized by dragging the vertical separation to the right. This
will make it easier to enter your outline.
2. Entering Slide Titles and Bullets: Typing in PowerPoint's Outline view is similar to using a word
processor. Type your slide title or bullet point and press Enter/Return key to start a new slide or
bullet. To force a line break within a slide title or bullet, press Shift+Enter or Enter+Tab keys
simultaneously. This starts a new line for the same title or bullet.
3. Promote and Demote Text: In Outline view, text is either a slide title, bullet point or sub bullet. To
change a bullet to a slide title, select the text and click the Promote button (a blue left-pointing arrow)
on the Outlining toolbar. The Demote button (a blue right-pointing arrow) will change a title to a
bullet point or sub bullet under the previous item .
4. Copy and Move Data: Use the Copy and Paste commands to copy selected text and graphics from
one slide to another. If you want to move data instead, use the Cut and Paste commands. To do this:
• Select the text you want to cut or copy by highlighting it.
• Go to the Standard Toolbar or Edit menu to choose the Cut or Copy options.
• Move and click your mouse to the place where you want the text to go. Note the blinking
cursor.
• Go to the Standard Toolbar to choose the Paste short cut icon or EditPaste.
5. Move Slides in the Outline Area: It's easy to change the order of your slides and bullets in the
Outline Area. Press the mouse button on the item you want to move and drag it to the desired
location. You can also select the item you want to move and click on the Move Up or Move Down
buttons.
6. Delete Slides or Bullets: While working in the Outline Area, you can delete a slide by clicking on the
slide icon next to the title and pressing the Delete key. Delete bullets and sub bullets similarly.
7. Undo Mistakes: If you make a mistake (eg. accidentally deleting a slide title or bullet point, or
inserting unnecessary text), use the Undo command on the Edit menu or the Undo tool. You can
undo multiple mistakes with the Undo tool or menu option as many times as you require. If you are
unsure what action you will be undoing, the Edit menu will display the action it will undo.
We can perform the same activities in placeholders in the Normal View using same tools and menu
options. But in normal view, we can't add new slides just by pressing Shift+Enter. We must follow
the steps described in the beginning of this chapter under Adding New Slide. All other actions are
similar to using a word processor.
8. Bulleted Lists: To enter text into a bulleted list in Normal View, click inside the text box of a slide
and begin to type. A large bullet appears. To insert a new bullet, press Enter on the keyboard. If a
sub-bullet is necessary, press Tab on the keyboard as many times as necessary. PowerPoint can
demote a bullet five levels. To promote a bullet (move a bullet back) on a line, hold down Shift while
pressing Tab on the keyboard.
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Design and Formatting Presentation
Formatting means, making the entered text and graphics more enticing, clear, entertaining and eye-
catching. This can be obtained by changing the colors, backgrounds, arrangement, appearance and
orientation of the text. We can bold, italicize, align and justify the text, arrange in paragraphs, add borders
and shadings, change font size, add bullets and numbers, put into columns and tables etc.
Some of the operations related with designing and formatting the slides are discussed here under.
1. Apply a Template to a Presentation: A template is a PowerPoint presentation that defines how your
text and slide background will look. A plain presentation is simply black text on a white background.
A template might include a blue background with bold yellow letters and a particular graphic.
To apply a template to your presentation, choose Slide Design from the Design menu. The available
templates will appear in the Task Pane, and once you select one, PowerPoint will apply it to all the
slides. These templates have preset fonts, backgrounds and color schemes. To use a template
navigate to Format Slide Design. A task pane will appear with assorted designs; select a slide to
apply it to the entire presentation.
2. Formatting Slide Master: A slide master is an easy way to base every slide on a template design. By
creating a slide master, the same background, fonts, color schemes and basic designs will be used for
every new slide created. To create a slide master for the presentation, navigate to
View MasterSlide Master. Once modified, the slide master will become the template for the
entire presentation.
To select a scheme, navigate to Design Slide Design. A task pane will appear on the right column
where thumbnail sketches of color schemes are shown. To apply a scheme, select one of the
thumbnails and the scheme will be applied to the master slide, which will in turn be applied to all the
slides in your presentation.
To insert a background, select Design Background. A dropdown arrow at the bottom of the
window gives various options. A color can be selected from the color scheme, or by selecting More
Colors. To select a gradient, texture, pattern or picture as a background, select Fill Effects.
To change any font, select the text that should be changed by highlighting it, and navigate to
Home Font. A window will appear with options to modify the font, font style, size and color.
Once the slide master is finished, select Close Master View from the floating toolbar titled Slide
Master View. After the slide master has been closed, the title slide will reappear with the same text,
but will possess different formatting.
3. Templates: PowerPoint has various templates for easy formatting of slides. These templates have
preset fonts, backgrounds and color schemes. To use a template navigate to Format Slide Design.
A task pane will appear with assorted designs; select a slide to apply it to the entire presentation.
Example:
Changing background (changing the "wallpaper" of a slide)
• From the menu bar, select DesignBackground
• Select one of the background colors from the pull-down menu, or choose from a more extensive
palette by selecting the More Colors menu item
• You can preview your selections before committing to them by clicking on Preview
• If you are satisfied with the results, you can proceed to committing to the changes:
• click Apply button to change the current slide.
• click Apply to all to make the changes to all of your slides.
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Figure: 4.63 Background
If you are using a template and for some reason you need to get rid of the graphics that the template
includes, you can check the box 'omit background graphics from master'. Again, you can apply this
change to the current slide or to all of your slides.
4. Changing Color Scheme
• Choose DesignSlide Design. Slide Design Task Pane appears on the right side..
• Click on Color Scheme and select the suitable pre-determined color scheme, from the Task
Pane. or click on Edit Color Scheme button at the bottom of the task pane and select Standard
Tab to choose the color scheme.
Figure: 4.64 Slide Design
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• Similarly, the Custom tab allows you to selectively change the colors of the applied Design's
features.
• Click the colored box next to the feature you wish to change (1).
• Click the Change Color button and make your color selections (2).
Figure: 4.65 Edit Color Scheme
The functions for formatting text in PowerPoint are very similar with other Microsoft programs,
especially Microsoft Word. Select the text you want to format and click on the Home menuFont to
make changes such as font size, style type and effects:
Figure: 4.66 Font
or you can use the Formatting toolbar to make one change at a time:
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Formatting Bulleted and Numbered Lists
To format a list, highlight the list or the part of the list that you want to format and then click on
HomeBullets and Numbering. On the Bulleted dialog you can select the type and color of bullets
you want on your list, or even choose to use a special character or picture that you have saved as a
bullet:
Figure: 4.67 Bullets and Numbering
If you want a numbered list, click on the Numbered tab and select the type of numbering you want
(numerical, alphabet, Roman). You can also use the Start at feature to make the list start from a
number other than 1. This is a very handy feature especially if you have a very long list and you
want to split it into two slides.
If you don't highlight the list before making your selections, PowerPoint will automatically apply
your selections only on the line that your cursor is when you make the selections.
Transition of Presentation
Transition is one of the special effect that we can apply to a presentation. As a presentation progresses
from slide to slide there are effects that the user can put in place that will personalize how the slides look
while changing from one to the next. Slide transitions are the visual movements as one slide changes to
another. It is one of a set of transitional display effects that are available in some presentation applications.
In fact, transitions specify how the display changes (such as fading to black) as a user moves from one item
to another. PowerPoint has many different slide transition options to choose from to enhance your slide
show. Transitions differ from animations, in that animations are the movements of the objects on the slide.
Transition effects help a presentation make more of an impact by varying the way one slide replaces
another. A slide transition is the visual effect of as it comes into view during a slide show. This can be
effective in making the presentation have more of an impact or to draw the viewers’ attention to important
slides. Effects include opening like a vertical blind, sliding into view, and dissolving in from the edge or
center. Presentation can look more professional when we use Slide Transitions. It will also let the audience
know when we move on to the next slide. Instead of just having the next slide display, use a Slide
Transition.
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Add the same transition to all slides in a slide show presentation
• On the Slide Show menu, click Slide Transition. Slide Transition Task Pane appears.
• In the list on Apply to Selected slides, click the transition effect you want.
• Click Apply to All Slides.
• Add different transitions between slides
• Repeat the following process for each slide you want to add a different to.
• On the Slides tab in normal view, select the slides you want to add a transition to.
• On the Slide Show menu, click Slide Transition. Slide Transition Task Pane appears.
• In the list, click the transition effect you want. If AutoPreview (in the Slide Transition task pane) is
checked, you will see the effect. Otherwise, click the Play button to view the transition.
• You can change the speed of the transition by using the corresponding drop-down under Modify
transition. Sound can be added to the transition by selecting from the corresponding drop-down.
• Save your presentation.
Figure: 4.68 Slide Transition
Animation and Custom Animation
Animation defines how you want your listed information to come in and out of the presentation. We can
use preset animation scheme or custom animation to the text on the slides. Animation scheme adds preset
visual or sound effects to text or an object on slides. Each scheme usually includes an effect for the slide
title and an effect that is applied to bullets or paragraphs on a slide. For example, you can have your text
bullet points fly in from the left, one word at a time, or hear the sound of applause when a picture is
uncovered.
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To add animation, do one or both of the following;
1. Apply a preset animation scheme;
If you only want to apply the animation scheme to a few slides, click the Slides tab, and select
the slides you want.
On the Slide Show menu, click Animation Schemes.
In the Slide Design task pane, under Apply to selected slides, click an animation scheme in the list.
If you want to apply the scheme to all slides, click the Apply to All Slides button.
2. Apply a custom animation:
Custom animation contains four categories of animation effects, namely- Entrance, Emphasis, Exit,
and Motion Path.
In normal view, display the slide that has the text or objects you want to animate.
Select the object you want to animate.
On the Slide Show menu, click Custom Animation.
In the Custom Animation task pane (task pane: A window within an Office program that
provides commonly used commands. Its location and small size allow you to use these
commands while still working on your files.), click , and do one or more of
the following:
If you want to make the text or object enter the slide show presentation with an effect, point to
Entrance and then click an effect.
If you want to add an effect to text or an object that is on the slide, point to Emphasis and
then click an effect.
If you want to add an effect to text or an object that makes it leave the slide at some point, point
to Exit and then click an effect.
If you want to add an effect that makes an object move in a specified pattern, point to
Motion Paths and then click an effect.
Once we add the custom animations, the effects appear in the Custom Animation list from top to
bottom in the order we apply them. The custom animation list is a animation sequences for a slide.
Items are listed in the order in which they are added, and include icons that indicate timing in
relation to other animation events. The animated items are noted on the slide by a non-printing
numbered tag that correlates to the effects in the list. This tag does not show up in the slide show
view.
If you preview animations for a slide using the Play button on the Custom Animation task pane, you
do not need to click to trigger any animation sequences. To preview how triggered animations work,
click the Slide Show button instead.
We can use Modify Box under Custom Animation Task pane to set or change the direction, speed or
start time of the animation effects.
Working with Tables, Graphics and Word Art
The basic formatting effects in Microsoft Office PowerPoint 2007 create solid, compelling presentations. To
further enliven presentations, however, we can add tables, graphics and word art. We can also enliven our
slide shows by adding one or more video or sound clips or background music to our presentation. When
we use well-chosen tables, graphics, video, and sound to support the information we’re presenting, we can
make complicated information clear and intelligible to our audience.
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1. Creating Tables
Adding tables to our slide presentation is an excellent way to show important trends and
relationships among groups of data. Typically, PowerPoint tables look best when they’re kept small
and concise.
Figure: 4.69 Creating Table
It’s good design practice to keep tables simple when including them on a slide.
We can create a table that has numbers, words, or both in a PowerPoint slide. To insert a basic table,
perform the following steps:
• Display the slide in which you’re going to create the table.
• Click the Insert Table button on the Standard toolbar or go to InsertTable
• In the table grid that drops down from the Insert Table button, move the mouse pointer to select
the number of columns and rows that you need. When you click, the blank table will be inserted
into the current slide.
• Add your data to the cells.
Another way to add a table to your presentation is to add a slide with one of the content layouts that
includes a table icon. Click the table button in the placeholder, and specify the number of columns
and rows that you need in the Insert Table dialog box.
Figure: 4.70 Insert Table
• We can quickly perform simple editing tasks by clicking within the table area and making
changes, by following the same procedures as in Microsoft Word or Excel.
2. Formatting a Table: Use table formatting to add clarity to your presentations; for example, you can
emphasize relationships among groups of data by adding shading to a column heading, or you can
distinguish groups of cells by giving them their own color scheme.
You can make changes to your table (inserting and deleting rows and columns, adding fill colors to
cells, applying borders, or changing the text alignment within cells, and so on) by using the
formatting options available on the Tables And Borders toolbar.
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To format a table, select the particular cells you want to modify, click the Table button on the Tables
And Borders toolbar, and then choose Borders And Fill from the drop-down menu. Or we can go to
Design menuTables submenu. The Borders tab of the Format Table dialog box will appear, as
shown in Figure.
Figure: 4.71 Format Table
Use the appropriate tab to make changes:
• To modify the style, color, and width of the border around the selected cell(s), use the Border
tab.
• To apply a background color or fill effect to the selected cell(s), use the Fill tab.
• To adjust the text alignment, change the internal margins, or rotate the text within the selected
cell(s), use the Text Box tab. (Rotating text in a column or row is often a convenient way to make
information fit into a cell and keep it readable.)
3. Graphics: We can further make our presentation more clear, understandable and attractive by
adding graphics. The types of graphics we can add include pictures that we insert, drawings that we
create ourselves, auto shapes, ready-made Microsoft Office diagrams, special text effects (WordArt),
and charts. Tables and the different types of graphics all work to illustrate conceptual information
and help us make our point clear quickly and effectively.
4. Drawing: Drawing in PowerPoint is particularly easy due to the wide selection of AutoShapes that
the program provides for your convenience. We can access the drawing functions via the Drawing
toolbar on the bottom of the PowerPoint screen. If you don't see the Drawing toolbar, activate it by
selecting View menuToolbarsDrawing.
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Figure: 4.72 Drawing Tool Bar
Instead of drawing objects, even a person who is not particularly artistic, can use AutoShapes and
WordArt in his document by using AutoShapes and WordArt facilities available in PowerPoint.
Drawing in PowerPoint is particularly easy due to the wide selection of AutoShapes that the
program provides for your convenience. Pull up the AutoShapes menu by clicking on the arrow (1).
From the pull-up menu, choose the desired shape and place on the desired position in your slide.
Figure: 4.73 Menu Bar
As soon as you have selected a shape, your cursor will become a crosshair (+) when you it over the
slide. Press and drag the cursor until the object reaches the desired size (you can always format the
size later).
Tip: hold down the SHIFT key to draw perfectly straight lines, squares and circles.
5. Formatting a Drawings: Click on the drawing to select it and then use either the Insert
menuAutoShape dialog to format it (a right-click on the object will also work in PC), or the
drawing toolbar.
• Resize and move a drawing by clicking on its"handles".
• Click on the arrow next to the paintbucket tool (4) to change the drawing's fill color.
When you draw solid objects (squares and circles), they fill with the automatic color. The
underline under the Paintbucket is the current fill color.
• Experiment with the 'Fill Effects' options on the paintbucket menu to create artistic color
combinations.
Figure: 4.74 Color Fill Option
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Example:
+=
• Click on the line color icon (5) to change the color of the object's border, and on the three
style icons (3) to change the style of the border and/or the arrows.
Examples:
Drawing Objects
To draw a line, an arrow, a square, or a circle, select the appropriate tool from the Drawing
Toolbar. When you move the cursor over the slide, it will be a crosshair. Press and drag the
cursor to insert the object. The larger an area you drag, the larger the object will become.
Object Effects
To place a shadow or 3D effect on an object, select the object, then click the tool selection.
WordArt
We have already discussed about the WordArt in MS Word. WordArt is a kind of special text
effect, which can be used to make the presentation more attractive and effective. Follow the same
steps as in MS Word to create and use WordArt in your presentation.
Text Tool
To insert text on the slide other than in a Placeholder,
• Click the Text Tool.
• Press and drag the cursor over the slide to create a Text Box.
• Type in the box.
Note : Any text you type in a placeholder will show in Outline View; text inserted via the Text
Tool is treated as an object and will not display in the outline.
Moving
• To move an object on the slide, select it, then move the cursor over the object until you see the
four-headed arrow along with the cursor. Press and drag the object to the location you need it.
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Note : Be sure it is a four-headed arrow rather than a two-headed arrow. Two-headed arrows re-
size objects.
• To move a text box, select it, then move the cursor over the frame until you see the four-headed
arrow along with the cursor. Press and drag the text box to the location you need it. If you move
the cursor within the box, it will change to an insertion point so that you can type or edit text.
Rotating
To rotate any object, including a text box,
• Click the Rotate Tool.
• Click the object to be rotated.
• You will see small green disks in place of the normal handles on the object.
• As you move the cursor over the disk, it will change to a looped circle. Position the loop over one
of the green disks and press and drag to the desired rotation.
• Click the Rotate Tool to deselect it. Or right click on the object and click Exit Rotate.
Layering
When you layer objects, occasionally they are ordered incorrectly. To affect the order of the layers,
• Select the layer you want to affect.
• Choose DrawOrder. Move the layer forward, backward, to front, or to back.
Sample Layered Slide
Grouping and Ungrouping:
Often after you have created multiple objects and layered them in the sequence you need, you want
them to "stay put". By grouping multiple objects, you can move or resize them as a single entity rather
than manipulating their individual components.
To group multiple objects,
• Size each individual object as necessary.
• Layer objects as necessary.
• Each object must be selected prior to grouping. To select multiple objects, hold SHIFT then click
each object. Each object clicked becomes selected and the handles of each are displayed. Release
SHIFT after you have selected each of the objects to be grouped.
• From the Drawing Toolbar, choose DrawGroup. You will see that the objects' individual
handle-sets will be combined, leaving a single handle-set for the grouped object.
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Sometimes, if your object is very complex, you will find it beneficial to group your object components
incrementally. When you finish a subset of your final object, group the components you have
finished. Then you can continue building additional components, knowing you won't accidentally
move or re-size the portion you have completed.
Text that you include in a grouped object will not change point size if you re-size the grouped object,
however, word-wrapping may adjust to conform to the re-sizing.
To manipulate individual components of grouped objects, you must ungroup them. To ungroup an
object, select it, then from the Drawing Toolbar, choose DRAW: Ungroup. After editing, you can
choose Re-group.
Using Images and Other "Clip Art":
PowerPoint comes with a library of "clip art" that includes traditional clip art, as well as videos,
photographs, and sounds. You can also insert graphics from other sources into a presentation.
To access PowerPoint's ClipArt Gallery, click the ClipArt Gallery Tool on Drawing Toolbar or go to
Insert menuPicturesClip Art.
To use a Gallery ClipArt image, in the Insert ClipArt dialog box, select the category pertaining to the
type of image you are looking for. Then select the image you want. A pop-up box will allow you to:
insert the image, preview the clip, add the clip to a different category, and/or find similar clips.
Figure: 4.75 Insert ClipArt
Insert ClipArt Dialog Box
The greatest benefit of the ClipArt Gallery is that you can add multiple selections to your
presentation without leaving the Gallery. ClipArt images will be inserted in the center of the slide.
You can move, enlarge, or reduce them.
If you are connected to the Internet you can download additional clips from Microsoft's online Art
Gallery by clicking on Clips Online.
Inserting images to PowerPoint:
• Click on the slide that you want to insert the image to.
• Select InsertPictureFrom File...
• On the 'Insert Picture' dialog, find and double-click on the image that you want to insert to
PowerPoint. The picture will appear on the slide.
You can format the picture by first selecting the image, and then using FormatPicture menu.
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Working with Graphs and Organization Charts
1. Working with Graphs: Charts and graphs are used to convey information quickly and concisely.
With the help of color and labels, audiences readily comprehend relational data presented visually in
a chart. This makes a chart a powerful feature to use in a PowerPoint presentation. We have already
discussed about the charts and graphs while studying the spreadsheet. So, here, we will discuss
about basic procedures of adding charts in presentations.
• You can insert a graph by selecting Insert MenuChart or from the Slide Layout pane select
the Title and Chart layout. A new window opens showing a dummy spreadsheet, a graph
based on that dummy data, and chart menu and toolbar options become activated.
• Experiment with the data sheet by clicking on a cell and typing your own data, to understand
the effect of the data changes on the chart.
• After you've finished entering data, exit the work window by clicking anywhere outside the
chart or the data sheet. The data sheet will disappear.
• If you need to make any revisions to the chart, double-click the chart and the data sheet will
appear again. You can change the chart options, such as titles, axes, gridlines, etc., by selecting
Chart menuChart Options. Or chart type by selecting Chart menuChart Options.
You can also change the chart area colors and fill effects by clicking on the outer or inner chart area
respectively:
Figure: 4.76 Graphs and Organization Chharts
Importing and linking data from Excel into PowerPoint
Importing data
We can import a whole Excel datasheet or a range of data into a presentation.
• Create a new chart slide or click on an existing one.
• Double-click on the chart to open the datasheet.
• Click the cell located in the upper-left corner(First empty cell of the table).
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• Select Insert menuImport File.
• Find and double-click on the Excel file that you want to import data from.
• On the Import Data Options dialog, choose a sheet or a range of data cells to import.
• Click OK to import.
Figure: 4.77 Import Data Options
Linking Data
• In Excel data sheet select the range of data you want to link to PowerPoint.
• From the Excel Edit menu, choose Copy
• Switch to the PowerPoint datasheet and double-click on the graph to open the datasheet.
• Select Insert menuPaste Link.
Organization Chart
An organization chart graphically represents the management structure of an organization.
You can use the diagramming tool on the Drawing toolbar to create an organization chart to illustrate
hierarchical relationships, such as department managers and employees within a company. The procedure
to add organization chart is similar to the procedure in MS Word.
Working with Multimedia
One of the strengths of presentation program such as Microsoft Office PowerPoint 2007 (2011) is that it
enables users to incorporate images/pictures, sounds and movies to create multimedia presentations that
have impact.
There are two ways to add a media file to your presentation: as a media object, or as an OLE object. The
easiest and most flexible method is to add the file as a media object. Adding the file as a media object
ensures that PowerPoint recognizes the file as a piece of multimedia; this, in turn, enables you to take
advantage of all the built-in support and customization PowerPoint provides for dealing with sound and
video files. PowerPoint chooses the appropriate media player to play the file. In addition, you can assign
certain behaviors for media objects in PowerPoint. For both audio and video files, you can loop playing
the media file until either the next media file starts, the user clicks the slide, or a slide transition occurs. For
video files, you can also automatically rewind the video to the first frame once it has finished playing.
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Some sounds, video clips, and photographs may be inserted as linked objects. This means that you must
place the original files of linked objects in the same folder as the presentation, then insert them into the
presentation after they are in that folder. This lets PowerPoint "find" the file during the presentation.
PowerPoint determines whether media files are linked or embedded in the presentation. Video files, such
as .avi, .mpg, or .asf files, are automatically linked; you cannot embed video files. Similarly, all audio files,
other than .wav files, are automatically linked in the presentation. You can determine whether .wav files
are linked or embedded in a presentation according to the size of the file. When you set the size limit for
.wav files, PowerPoint automatically embeds any .wav files below the size you specify. To set the size limit,
on the Insert menu click Sounds, type the size limit (in kilobytes) in the Link sounds with file size
greater than field. This is an application-level setting.
1. Adding Sound and Music: You can add sound files to your presentations from a variety of sources;
such as downloaded files, sound on CDs etc. WAV and MIDI sound files are recognized by
PowerPoint. PowerPoint also lets you attach sounds to different objects on a slide. However, the
objects must be animated before you can attach a sound file to them. Adding sound from a file
1. Click on Insert menu Movies and SoundsSound from File
2. In the Look in drop-down menu, specify the drive and folder where the sound file is located.
3. In the file list, click the sound file you want, then click OK.
4. PowerPoint may ask you whether you want the sound to play automatically or on mouse-click. If
you choose mouse click, you will need to click the icon during the presentation to start it playing.
Similarly you can add music from the CD by selecting Insert menuMovies and SoundPlay CD
Audio Track option and making necessary adjustments in the Insert CD Audio window that
appears. But, you can only add the music tracks to slides.
2. Recording your own sound files : To record sound files, you need to plug a microphone into the mic
jack on your computer's sound card.
The following steps show you how to record a narration for a slide.
1. In Normal or Slide View, click on the slide you want to add a recording to.
2. Click the Insert menuMovies and SoundsRecord Sound.
3. When the Record Sound dialog box appears, type a name for your recording in the Name box.
Figure: 4.78 Record Sound
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4. Use the Play, Stop, and Record buttons to record your narration.
5. If you want to change your recording, you need to delete it and start over. Hit the Cancel button
from the Record Sound dialog, or select the icon on the slide and hit Delete.
6. When you're satisfied with your recording, click OK. The Record Sound dialog box will close,
and a speaker icon will appear in the middle of your slide. You can resize this icon or move
it to other parts of the slide.
3. Inserting Video Video can also be added into the presentation to make it livelier. T When you insert
video, it is inserted in the center of the slide. You can press and drag them to new locations. he
procedure to add the video is similar to adding sound.
So, go to Insert menuMovies and SoundsMovies from Clip Organizer or Movies from File.
It is necessary to activate video and sound clips before they will play in the presentation. With some
file types, PowerPoint asks, when the file is inserted, if you want it to play automatically, or if you
want it play when clicked. To activate a clip, click the icon to select it and choose Slide
ShowAction Settings.
You can choose to play the clip by mouse click or by mouse over. If you choose mouse click, you will
need to click the icon during the presentation to start it playing. If you choose mouse over, you need
to slide the cursor over the icon to start the sound.
Set Up Presentation
When you have finished preparing slide show presentation, you can do a bit of preparatory work before
you view your presentation. Go to the menu bar and select Slide ShowSet Up Show… A Set Up Show
window appears where you can specify various options for how your presentation will by. You can set the
“Show type”, which slides to show, if you want your show to loop or play once, how to advance your
slides, and set the slide show resolution. Once you set up as per your preference, you can view your slide
show presentation.
Viewing PowerPoint Presentation
You can view your slide show presentation in a number of ways: you can press F5 on the keyboard,
navigate to the menu bar and select Slide ShowView Show. Once your slide show presentation begins
to play, you can transit from slide to slide (and animation to animation) by using one of the following
methods:
• Click on the spacebar on your keyboard, or
• Use the arrows to go forward and backward through the slides, or
• Press Enter key.
• To end your slide show in the middle of the presentation, press the Esc key on your keyboard or
right click and select End Show option from the menu that appears.
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Printing PowerPoint Presentation: If you would like to print out the slides of your presentation, the best
way to do so is to fit as many slides on one page as you can.
Go to the menu bar and select Office button (File)Print.
Figure: 4.79 Print Option
In the Print window, go to the menu near the bottom of the window called "Print what," and select
Handouts. Then, in the Handouts pane, select how many slides you want to be printed on one page.
To print out slides on their own individual pages, go to the menu bar and select Office button (File)
Print. There, you can choose to print just the current slide, a few selected slides, or the entire presentation.
You should check the box that says "Scale to fit paper," to make sure that the slide fits on the paper.
Database Management System (DBMS)
A database is of little use unless it is managed properly. A database is managed by software. A program or
a group of programs used to manage a database is called database management system. It is application
software. That means software or a group of programs that are used to provide different services for
processing a database while maintaining all the required features of the data intact is known as database
management system (DBMS). The services include data entry, modification, updating, deletion, report
generation etc. All of these features are provided by a DBMS. It assures the access of database whenever
needed.
A database is generally created for longevity. Different users create, access, and manipulate the data.
Database is shared among the users. It has structure, relationships, and constraints. Database management
system provides facilities to properly represent and efficiently manage all of these features. It also
provides a secure medium and mechanism for the storage and retrieval of data into or from a database
without compromising the security, integrity and consistency of data.
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A database management system is a software application that stores the structure of the database, the data
itself, and relationships among the data in the database. Facilities like forms for data entry and query, and
reports pertaining to the database are also provided by DBMS. The spreadsheet can be visualized as a flat
table that can represent a relational database structure and is the most widely used at business
organizations. With the help of database application software any specific DBMS can be built. Some of the
DBMS applications are MS Access, SQL Server, MySQL, Cybase, Ingrese, Oracle, etc. With this application
software we can create objects such as Table, Query, Form, Report, etc.
(Note: More details will be studied in grade12 syllabus)
Domain Specific Tools
Depending upon of its usages, the software may be classified as generic or specific. Generic software is
software that can perform multiple tasks in a different environment without being modified like word
processor software that can be used by anyone to make different types of documents as a report,
whitepaper, training material, etc. Specific software is software for a particular application, like railway
reservation system, weather forecasting, etc.
Some Domain Specific Tools
1. School Management System: School management system handles various activities and processes of
a school to facilitate campus management like examination, attendance, admission, student’s fees,
timetable, teacher’s training, etc. It provides a healthy interaction among teachers, students, parents.
2. Inventory Management: Managing multiple tasks like purchase, sales, order, delivery, stock
maintenance, etc. associated with raw or processed goods in any business is called inventory
management. The inventory management software ensures that stocks are never below specified
limits and purchase/deliveries are done in time. Inventory management system is very useful for
forecasting, utilizing economies of scale and timing.
3. Payroll Management System: Payroll management system deals with the financial aspects of the
employee’s salary, taking care of leaves, bonus, loans, etc. Some advantages of using this kind of
management system are managed employee information efficiently, generate pay-slip at the
convenience of a mouse click, manages its own security. Payroll software is generally a component of
HR (Human Resource) management software in big organizations.
4. Financial Accounting: Financial management software keeps an electronic record of all financial
transactions of the organization. Objectives of financial accounting
Record financial transactions as and when they occur so that the data can be analyzed for
preparing a financial statement.
Calculate profit or loss, to enable management to take course-correction strategies if required.
Ascertain the financial strength of the company by determining its assets and liabilities.
Communicate the information to stakeholders through statements and reports, so that these
stakeholders can take appropriate decisions on their investments in the business.
5. Hotel Management: Hotel management software helps hotel managers to keep track of inventory
levels, daily orders, customer management, employee scheduling, table booking, etc.
6. Reservation System: A reservation system is a software that handles multiple modules like train
routes, train management, seat booking, meal booking, train maintenance, train status, travel
package, etc.
7. Weather Forecasting System: Weather forecasting system is a real-time software that predicts the
weather of a place by collecting live data about atmospheric temperature, humidity, wind level, etc.
It is used to predict major disasters like earthquakes, hurricanes, tsunamis, etc.
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SUMMARY
Application Package 21. Document 22. Window
We have already discussed about different types of software including 23. Desktop 24. Insert Mode
application software. The computer couldn't do anything, unless we 25. Autocorrect 26. Accent Mark
provide instruction to it in the form of program or software. According to 27. Boilerplates 28. Selection Bar
our program, computer produces the desired result. Therefore, 29. Bullets and Numbering 30. Toolbar
whenever we buy a computer, besides an operating system, we must 31. Drawing Canvas 32. Clip Art
buy and install some application software according to our need and Spread Sheet
purpose. The software may be required for preparing the documents Spread sheet is a commonly used application package. It is very
and reports, making mathematical calculations or solving science and powerful and easy to use end user application software. Commonly
engineering related problems, drawing and pictures, preparing known spread sheet packages are;
presentations, database management. • Ms Excel
Types of Word Processing • Lotus 1-2-3
Depending on the purpose and sophistication of the word processing • Supercalc
program, the word processor can be divided into five categories. They • Framework
are; • VP Planner Plus.
1. Text Editor Types of Spread Sheets
2. Integrated Packages 1. Two-Dimensional Spreadsheets
3. High-end Word Processor 2. Three Dimensional Spreadsheets
4. Desktop Publishing 3. Arithmetic Spreadsheets
5. Sign/Banners Programs 4. Logical Spreadsheets
Basic Terms of Word Processing 5. Object-Oriented Spreadsheets
1. Typeface 2. Font Domain Specific Tools
3. Formatting (Page Layout) 4. Alignment 1. School Management System
5. Tab 6. Margins 2. Inventory Management
7. Header/Footer 8. Line Spacing 3. Payroll Management System
9. Word Wrap 10. Table 4. Financial Accounting
11. Spell Checker 12. Grammar checkers 5. Hotel Management
13. Thesaurus 14. Indent 6. Reservation System
15. Hanging Indent 16. Ruler 7. Weather Forecasting System
17. Outline Editors 18. Template
19. Print Preview and Print 20. Orientation
EXERCISE
Short Answer Questions
1. Define application software.
2. Define word processor.
3. Define typeface.
4. Define word wrap.
5. Define thesaurus.
6. Define boilerplates.
7. Define clip art.
8. Define fine and replace.
9. Define footnotes and endnotes.
10. Define print preview.
11. Define mail merge.
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12. Define spreadsheet.
13. Define worksheet and workbook.
14. Define formula and function in spreadsheet.
15. Define presentation.
16. Define animation and transition.
17. Define DBMS.
Long Answer Questions
1. Explain what you can do in word processor.
2. Briefly explain types of word processor.
3. Write steps to create new word document.
4. Write steps to copy, cut text from one location to another location.
5. Differentiate between save and save as function.
6. Write steps to create new table having ten rows and six columns with auto fit contents.
7. Write steps to create table of contents.
8. Write steps to embed spreadsheet into the word document.
9. Write steps to create mail merge.
10. Write steps to create hyperlink and macro in word document.
11. Explain what you can do in spreadsheet.
12. Write steps to merge cells in worksheet.
13. Write steps to create pivot table and chart.
14. What do you mean by cell addressing (referencing)? Explain their types.
15. Apply data filter and sorting in given data in spreadsheet.
16. Explain what if analysis.
17. Explain scenario report.
18. Explain what you can do in presentation.
19. Explain the types of presentation program.
20. Explain fundamentals of presentation.
21. Explain different views in presentation.
22. Explain the slide setup in presentation.
23. Define and explain domain specific tools.
Activities
1. Protect your document providing password.
2. Write paragraph writing and check spelling and grammar.
3. Create table of contents of your booklet.
4. Create mail merge and send invitation to your friends.
5. Make attractive customized documents using standard formatting, ready to print.
6. Prepare salary and result sheet using spread sheet.
7. Convert your range of data into pivot table and chart form.
8. Practice general usable function and formula in spread sheet.
9. Make attractive presentation slides using animation and transition and practice in different
view.
■■■
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Programming
Concepts & Logics
LEARNING OBJECTIVES
After studying this chapter, the students will be able to understand to:
Computer is a full of logic, means logical system. It needs instruction to communicate means computer
language. Instructions are collective and written in certain structure or format with given rules of
language before that with the designing tools make some sequence and procedure either sequence of text
or using standard symbols. Generally what we speak and write do not understand by our computer
system that needs to be converted by the converter in the form of codes known as computer codes. Each
and every language has their own character sets and governing rules means syntax. The words (constant,
........variable, identifier), statements, expression are written and executes either in sequence or control manner .. ........
.. provided features by the particular language that we are using to write programs. Here in this unit
computer programming language C is used. It is basic and important to know computer programming
language as a C. It has numerous features either uses for system development or general application
development. It is case sensitive, procedural oriented and supports all the features such as ranges from
character sets, keywords, tokens, data types, comments, precedence & associability, operators, control
structures, array to function etc. With this, learners will have knowledge of C programming language for
making good programs and programming skills at the end of this unit.
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INTRODUCTION
We speak languages like Nepali, Newari, Maithili, Bhojpuri, Tamang, English etc. One or more of these are
used to express our feelings and communicate with others. Common language or terminology and
vocabulary are necessary to interact with each other. The language must be understood by both parties,
otherwise a mediator who understands languages of both parties is required. Similarly, machine also
needs language to interact with human being or communicate between machines. Computer is a dumb
machine without a language. The languages used to communicate with the computer or instruct the
computer to perform certain tasks are called programming languages. In other words, the language used
to develop programs is called programming language. Every computer has its own language or the
language must be translated into computer understandable language.
We know that the software can be divided into system software and application software. Software is a
collection of one or more than one program. Program is a collection of instructions. The step by step
instructions given to the computer to perform tasks is called program. The instruction is a command such
as ADD, SUBTRACT, DIVIDE, PRINT, SAVE etc. We need special software to develop programs. There
are varieties of software in which we can develop programs. The languages may be as simple as English
language or a comparatively difficult language which uses a combination of 1's and 0's. Every program
developed in any language generally tells the computer;
What to do?
Where to get the data?
Where to store the result?
How to present the result? etc.
There are hundreds of computer programming languages; such as Java, C, QBASIC, Visual Basic, PHP,
COBOL, FORTRAN, LISP etc. Every language has strength and weaknesses. Choice of a language depends
on the purpose of a program, knowledge and skill of a programmer, simplicity and efficiency of the
language etc.
In short, a programming language can be defined as a set of vocabulary, called keywords, and a set of
rules called syntax to instruct the computer to perform certain operations. An organized set of instruction,
which commands the computer to perform specific task is called program. A program contains a list of
variables and a sequence of statements which tells the computer what to do with the variable. Variables
can be text, number, video, audio, pictures etc.
PROGRAMMING LANGUAGES
A programming language is a bridge between man and machine. The language which is close to the
machine and used by the computer itself is called machine language, while the language which uses
English like keywords, and used by the user to develop programs is called high level language. Therefore,
low level language is close to the machine, while the high level language is close to the user (human
beings). Depending on the closeness to the machine or human being, languages can be divided into three
major categories. This categorization can also be divided into five generations starting from low level
language as first generation with the increased simplicity, user-friendliness, portability, platform
independence and usefulness towards fifth generation. The five categories of programming languages are;
1. Machine Languages or First Generation Languages
2. Assembly Level Languages or Second Generation Languages
3. High Level Languages
a. Procedural Languages or Third Generation Languages
b. Problem-oriented Language or Fourth Generation Languages
4. Natural Languages or Fifth Generation Languages
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Figure: 5.1 Classification of Programming Languages
Machine Level
Language/First Generation
Natural Programming Assembly
Languages/Fifth Language Languages/Second
Generation Generation
High-Level Language
Procedure-oriented languages Problem-oriented languages
/Third Generation (3G) /Fourth Generation (3G)
1. Machine Level Language or First Generation Language: Digital Computers work on binary system.
Machine level language is the language developed using series of binary 1's and 0's for statements,
text, symbols, numbers or pictures. The language written in the form of 0’s and 1’s is also known as
machine language. This is the only language that is understood by the computer. Since it is very close
to the hardware, and is in the lowest level in the programming language hierarchy, machine level
language is also called low level language. In order to develop a program in machine language, one
must have the knowledge of technical details of operation of computer. The binary code is difficult to
remember, tedious and time consuming to develop program. Therefore, machine level language is
difficult to use by general users and non-professionals. This language introduced around 1940s.
The major advantage of machine language is that the execution of the program is fast and efficient,
and it doesn't need any conversion. Every computer has its own unique machine language.
Therefore, different computers may need entirely new program to perform the same task. Hence,
there is no one standard machine language and is machine dependent. For example alphabet A can
be represented as 1000001, decimal 10 as 00001010, etc.
2. Assembly Languages or Second Generation Languages: A language that is once removed from the
computer's machine language in language hierarchy is called assembly language. Since, machine
language codes are difficult to learn and remember, program code becomes lengthy and almost
impossible to write and debug the errors, a new language was developed called assembly language.
Assembly language reduces the complexity and provides standardization to some extent. Instead of
binary numbers, it uses English like words or abbreviations such as ADD, SUB, MUL, INC etc, called
mnemonics. Mnemonics are symbols for commands. Therefore, assembly language is also called
symbolic language. The structure and set of commands are almost similar to machine language,
except the mnemonics (letters, numerals and special characters) instead of numbers. It is easy to read,
write, understand, and debug as compare to machine language because the use of human
understandable code word. It is introduced around late 1950s. It is the second generation language.
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The assembly language is also machine dependent, and each CPU may have its own assembly
language. Therefore, a programmer should have the knowledge of machine characteristics.
Moreover, as the computer understands only machine code, a program written in assembly language
must be translated into machine language before its execution. Translation is done by a program
called assembler.
Major advantages of assembly language are;
• Close to machine language, and hence faster execution.
• More standardized, comparatively easy to learn and use.
• Efficient than high level languages.
• Easy to debug because programs locate and identify syntax errors.
Major disadvantages are;
• Programs can be long and difficult to understand.
• Program development is still a slow and tedious task.
• Logic errors are common and difficult to debug.
• Language is machine dependent. Therefore different computers need different programs.
Example of Assembly language program;
BEGIN 2000
ADD A, B
STORE A
HLT
3. High Level Languages: Any language that is above the assembly language is called high level
language. The high level languages are independent of type of computer. These languages are farther
from machine language and close to the human language. They use English like structure such as IF,
ELSE, WHILE, FOR, COUNT, SUM, mathematical operators and equations, and are portable. A
program developed in or for one computer can be run on another computer with little or no
modification. They are more user friendly rather than machine centric. Since they are close to human,
the programs, called source code, written in any high level language must be translated into machine
code, called object code. The high level language can be divided into two categories;
i. Procedure-oriented Language
ii. Problem-oriented Language/Object Oriented Language
i. Procedure-oriented Language or 3GL: The procedure-oriented languages are also called third
generation languages. They are general purpose programming languages. They are more
flexible than first and second generation, and able to solve variety of problems. These languages
are oriented towards the procedures for solution rather than mere instructions. Hence they need
step by step instructions in sequence. They contain certain sets of vocabulary, called key words,
and symbols. Programmer can write programs using words, symbols and certain rules like
English language. It is a structure oriented language.
The advantages of procedure-oriented languages are;
• Statements are similar to English and easy to use.
• Less time consuming to develop program.
• Programs are easier to understand and modify.
• Easy to find the syntax errors and debug.
• Standardized and machine independent.
Examples of machine independent languages are COBOL, FORTRAN, PASCAL, PHP, VISUAL
BASIC, BASIC, C, etc.
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ii. Problem-oriented Languages or 4GL: The language which is application specific and used to
solve specific problems is called problem oriented language. For example: SQL for databases,
HTML and PHP for world wide web content, Postscript page description language for printers.
Problem-oriented language is also called fourth generation language or 4GL. 4GL languages are
closer to natural language than third generation languages. They do not need step by step
instruction. One can just describe what he wants from the program, and get the result. As a
object oriented computer programming language examples are C++, Java, C#, etc. It is more
suitable of database language. Application software like PowerPoint, word processors,
spreadsheets, and Query languages like SQL, PLUS, DATATRIEVE etc are some examples of
4GL. 4GLs are generally database oriented and allow the user to develop their own
applications. They use English like syntax and easy to use and operate even for general users.
Examples of 4 GL command are;
SELECT FROM EMPLOYEE.
FIND ALL RECORDS WHERE AMOUNT IS GREATER THAN 6000.
EXTRACT ALL CUSTOMERS WHERE "PURCHASES" TOTAL MORE THAN 3000.
Advantages of High Level Languages
• Standardized, machine independent, and can be run any program on any machine.
• Programmer need not know the machine characteristics.
• Varieties of languages are available.
• Easy to find the bugs and debug them.
• English like syntax, user friendly, and easy to learn and use.
• Use of standard math symbol (eg. +, =, * / etc).
• Coding is faster and easier.
• Object oriented programming, and code re-use possible.
Disadvantages of High Level Languages
• Compiler or interpreter is required to convert into machine code.
• Take extra time for conversion to machine code, and execute.
• Less efficient compared to machine language.
• Use computer resources less efficiently.
S.N. 3GLs 4GLs
1. General purpose language. Application specific language.
2. More procedure oriented and need More problem-oriented and do not
step by step instruction. need step by step instruction.
Table 5.1 3. Procedures contain large number of Comparatively fewer instructions.
Difference 4. instructions.
between 3GLs Basic and default alternatives are built
and 4GLs Every alternative must be specified. in.
5. Programmer need to describe every More concerned with what is to be
detail specification of how to perform done than actual how. Hence, user
the task. just describes what he wants, and the
computer decides how to perform the
task.
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.280 … Computer Science–I
6. Comparatively difficult to find the Easy to find the errors and debug or
errors and debug or modify the modify and maintain the program
program codes. code.
7. Have specific syntax and keywords, Closer to human language, and hence
and hence comparatively difficult to easy to learn and use.
learn and use.
8. Can be used by professional Can be used by general users and the
programmers only. professional programmers.
9. High level languages build around High level language built around
file system. database system.
10. Generally used for batch processing Generally used for online processing.
operations.
11. Examples: Php, C, BASIC etc. Examples: SQL, MYSQL, PROLOG,
C++, Java, C#, etc.
4. Natural Language: The language used by human beings is called natural language. English, Nepali,
Chinese, German etc are natural languages. It is a language which is learned by birth. It is also
known as mother language. The languages such as C, C++, BASIC, JAVA etc which are used by
common computers are artificial languages. Fourth generation language are close to the natural
language and 4GL follows certain syntax. The fifth generation computers are supposed to
understand the human language. The language used by fifth generation computers to make them
interact more naturally in a human like manner, is called natural or fifth generation language. This
language is being designed to use for artificial intelligence, neural networks and expert system. These
languages are supposed to make the computer understand and simulate the human behavior by
remembering earlier information and making necessary decisions. Fifth generation language will
make the computer respond to natural language input, capable to learn and self organize. Therefore,
fifth generation computers will be SMART computers. LISP and PROLOG are two examples of
present day natural languages. It is also known as AI languages.
COMPILER, INTERPRETER AND ASSEMBLER
Introduction
As we have already discussed about the generation of language and know that computer do not
understand our language, to make understand the language by the computer needs to convert into
machine understandable form. Machine language is the lowest level of the language solely understood by
the computer. Similarly, if we move further from machine level in the programming language hierarchy,
natural language comes at the farthest distance in terms of closeness with the machine. The natural
language is closest to the human language. Therefore, every language other than machine language must
be translated first into machine language in order to execute them. The translation into machine code is
performed by specific programs. There are three types of translators that translate the assembly language
or high level language code (source code) into machine understandable code (object code). They are;
1. Compiler
2. Interpreter
3. Assembler
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Depending on the type of the translator, the programming languages can be divided into two major
categories. The language that uses compiler to convert the source code into object code is called
compiled language. C, C++ and Pascal are compiled languages. The languages that use interpreter
are called interpreted languages. HTML, Basic, VB script and Java script are interpreted languages.
1. Compiler: Computer understands machine code only. But, most of the programs are written in
languages other than machine language. Therefore, they must be translated first into machine code
with the help of some specific programs in order to execute them. The system program that translates
a program written in high level language to machine language is called compiler. Therefore, a
compiler translates a source code into object code which the computer can execute directly. A
compiler may use assembly language as mediator or may translate the program directly to machine
code. Compiler translates the entire program into machine language before executing any of the
instruction. The process of translation from source code to object code is called compilation. While
compiling the program, if the compilation fails due to syntax errors, the compiler may display the
error messages. The source code is translated to object code successfully only if it is free of errors. If
there are any errors in the source code, the compiler specifies the errors at the end of compilation.
The errors must be removed before the compiler can successfully compile the source code. The object
program can be executed a number of times without translating it again.
Every high level language has compilers and defines the instructions or keywords that are acceptable
to that particular language. There could be many compilers for the same language depending on the
type of computer.
2. Interpreter: An Interpreter works by translating the source code into object code line by line. It
analyzes and executes each line or statement of source code in succession without looking at the
entire program. That means, an interpreter reads the source code of the program one line at a time,
performing the specific instructions contained in that line. Therefore, interpreter executes the
program immediately. There is no stored object code and no compilation. In fact, the interpreter
translates the high level language program into an intermediate form, which is then executed by it.
The interpreter may take long time if the program is lengthy. However, for small segments of a
program, and interactive programming, interpreter could be a better choice.
If there is an error in the statement the interpreter terminates its translating process at that statement
and displays an error message. The OQWBASIC is an example of interpreter. The Interpreter differs
from compiler that translates the entire source program into object program before execution. The
main advantage of Interpreter is that it makes easy to trace out and correct errors in the source
program. The main disadvantages of Interpreter are:
• It is a time consuming process of translating and executing statements one by one.
• Each time the program is run, the source code is translated and executed have a translator
program (Interpreter) permanently in your computer.
3. Assembler: Unlike compiler or interpreter which is used for high level programming languages, the
assembler is used for the programs written in assembly language. An assembler is a special program
that operates only in character strings. Therefore, it accepts the symbolic program and translates it
into its binary equivalent.
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.282 … Computer Science–I Figure: 5.2 Compilation Process
Source Source Source
File File File
Compiler
Object Object Object
File File File
Run Time Linker Executable
Library Program
The compilation process mainly consists of two steps. The compiler first translates the source code
written by the programmer in high level language into object code. The object code is then linked
with run time library to combine the modules and give meaning to symbolic addresses to convert the
object code into an executable program.
Linker
Linker is also known as link editor or binder. In many high level languages, we can write different
pieces of programs called modules. These pieces of modules must be combined to form a complete
executable program. Linker is a program that combines object modules to convert the program into
an executable program. It also gives real values to the symbolic addresses. Therefore, every program
must be linked even if it has only one module.
S.N. Compiler Interpreter
1. It converts source code directly into It translates source code into
object code. intermediate form.
2. It translates the whole program at a It translates each line of source code in
time. succession without looking at the
entire program.
Table 5.1
Difference 3. It takes some time to generate an It analyzes and executes each line
4.
between executable program. immediately.
Compiler and
Compiled programs run faster. Interpreted programs run slower than
Interpreter compiled programs.
5. It goes through compilation stage. It doesn't need to go through
compilation stage.
6. Compiler takes less time than It can be time consuming compared to
interpreter for translation. compiler.
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