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2.5. Working with Audio
MS PowerPoint allows you to add audio to your presentation. For example,
you could add background music to one slide, a sound effect to another, and
even record your own narration or commentary. You can then edit the audio to
customize it for your presentation. Presenting Your Ideas
1. From the Insert tab, click the Audio drop-down arrow, then select Audio on My
PC.
2. Locate and select the desired audio file, then click Insert. The audio file will be added to
the slide.
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Editing Audio
You can modify your audio files using the commands on the Playback tab. You can also
add a fade in and fade out, and add bookmarks that allow you to jump to specific points
in the audio file.
To Trim an Audio File
1. You can modify your audio files using the commands on the Playback tab. You can
also add a fade in and fade out, and add bookmarks that allow you to jump to specific
points in the audio file.
2. You can modify your audio files using the commands on the Playback tab. You can
also add a fade-in and fade-out, and add bookmarks that allow you to jump to
specific points in the audio file.
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Fade Audio Effect
1. On the Playback tab, locate the Fade In: and Fade Out: fields.
2. Type the desired values, or use the up and down arrows to adjust the times. Presenting Your Ideas
Audio Options
There are other options you can set to control how your audio file will play. These are
found in the Audio Options group on the Playback tab.
• Volume: Changes the audio
volume.
• Start: Controls whether the audio
file starts automatically or when
the mouse is clicked.
• Hide During Show: Hides the
audio icon while the slide show is
playing.
• Play Across Slides: Continues
playing the audio file across multiple slides instead of just the current slide.
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• Loop until Stopped: Replays the audio file until stopped.
• Rewind after Playing: Returns the audio file to the beginning when it is finished playing.
2.6. SmartArt Tools
SmartArt allows you to communicate information with graphics instead of just using text.
There are a variety of styles to choose from, which you can use to illustrate many different
types of ideas.
Inserting SmarArt Graphic
1. Select the slide where you want the SmartArt graphic to appear. From the Insert tab,
select the SmartArt command in the Illustrations group.
2. A dialogue box will appear. Select a category on the left, choose the desired SmartArt
graphic, and click OK.
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3. The SmartArt graphic will appear on the current slide. Presenting Your Ideas
Adding Text to Smart Art Graphic
1. Select the SmartArt graphic. The SmartArt task pane will appear to the left.
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2. Enter text next to each bullet in the task pane. The text will appear in the graphic and
will resize to fit inside the shape.
3. To add a new shape, press Enter. A new bullet will appear in the task pane, and a
new shape will appear in the graphic. You can delete any bullets you are not using to
remove the shapes.
Quick Tip
You can also add text by clicking the desired shape and then typing. This works well
if you only need to add text to a few shapes. However, for more complex SmartArt
graphics working in the task pane is often faster.
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2.7. Representing Data in PowerPoint
A chart is a tool you can use to communicate
data graphically. Including a chart in a
presentation allows your audience to see the
meaning behind the numbers, which makes it Presenting Your Ideas
easy to visualize comparisons and trends.
Chart Types in Excel
PowerPoint has many different types of charts, allowing you to choose the one
that best fits your data. To use charts effectively, you will need to understand how
different charts are used.
• Column charts: use vertical bars to represent data. They can work with many different
types of data, but they are most frequently
used for comparing information.
• Line charts: are ideal for showing trends. The
data points are connected with lines, making
it easy to see whether values are increasing or According to research, 47% of
decreasing over time. presenters put in more than 8
hours into designing their
• Pie charts: make it easy to compare presentations.
proportions. Each value is shown as a slice of
the pie, so it is easy to see which values make
up the percentage of a whole.
• Bar charts work just like column charts, but they use horizontal bars instead of vertical
bars.
• Area charts: are similar to line charts, except that the areas under the lines are filled in.
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Inserting a Chart
1. Select the Insert tab, then click the Chart command in the Illustrations group.
2. A dialogue box will appear. Select a category from the left pane, and review the charts
that appear in the right pane. Select the desired chart, then click OK.
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3. A chart and a spreadsheet will appear. The data that appears in the spreadsheet
is placeholder source data you will replace with your information. The source
data is used to create the chart. Presenting Your Ideas
4. Enter data into the worksheet. If necessary, click and drag the lower right corner of the
blue line to increase or decrease the data range for rows and columns. Only the data
enclosed by the blue lines will appear in the chart. When you’re done, click the X to
close the spreadsheet.
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5. You can edit the chart data at any time by selecting your chart and clicking the Edit
Data command on the Design tab.
Quick Tip
You can also click the Insert Chart command in a placeholder to insert a new chart.
Change the Chart Type
If you find that your data isn’t well-suited to a certain chart, it is easy to switch to a new
chart type. In our example, we will change our chart from a line chart to a column chart.
1. Select the chart you want to change. The Design tab will appear on the right side of the
Ribbon. From the Design tab, click the Change Chart Type command.
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2. A dialogue box will appear. Select the desired chart type, then click OK. The new
chart type will appear. Presenting Your Ideas
Modifying Chart Layout
Predefined chart layouts allow you to modify chart elements including chart titles,
legends, and data labels; to make your chart easier to read.
Select the chart you want to
modify. The Design tab will appear.
From the Design tab, click the
Quick Layout command. Select the
desired predefined layout from the
menu that appears. The chart will
update to reflect the new layout.
To change a chart element (such
as the chart title), click the element
and begin typing.
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Modifying Chart Style
Chart styles allow you to quickly modify the look and feel of your chart.
Select the chart you want to modify.
The Design tab will appear. From the
Design tab, click the More drop-down
arrow in the Chart Styles group. Select
the desired style from the menu that
appears. The chart will appear in the
selected style.
You can also use the chart formatting shortcut buttons to quickly add chart elements,
change the chart style, and filter the chart data.
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2.8. Advanced Presentation Options
You will now learn how to rehearse and record slide shows in advance. You will
also learn about alternative presentation options, such as creating a video of your
presentation or presenting your slide show online to remote audiences. Finally, you
will learn how to customize your presentation with hidden or rearranged slides. Presenting Your Ideas
Rehearsing Slide Show Timings
Rehearsing timings can be useful if
you want to set up a presentation to Checkpoint
play at a certain speed without having
to click through the slides to present it. Slide transition is the visual effect that
Think of it as a tool to help you practice occurs when you move from one slide
to the next.
presenting your slide show. Using this
feature, you can save timings for each Animation is applied to individual
elements on a slide.
slide and animation.
PowerPoint will then playback the
presentation with the same timings when
you present it.
1. Select the Slide Show tab, then locate the Set Up group. Click the Rehearse Timings
command. You will be taken to a full-screen view of your presentation.
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2. Practice presenting your slide show. When you are ready to move to the next slide,
click the Next button on the Recording toolbar in the top-left corner. You can also use
the right arrow key.
3. When you have reached the end of the show, a dialogue box will appear with the total
time of your presentation. If you are satisfied with your timings, click Yes.
Recording Slide Show
The Record Slide Show feature is similar to the Rehearse Timings feature, but it’s a bit
more comprehensive. If you have a microphone for your computer, you can even record
voiceover narration for the entire presentation. This is useful if you plan on using your slide
show for a self running presentation or a video. Your mouse won’t show up on the screen
in recorded slide shows, so if you want to point out details on the screen you can use
PowerPoint’s laser pointer option.
1. Click the Slide Show tab, then locate the Set Up group. Click the Record Slide Show
drop-down arrow. Select either Start Recording from Beginning or Start Recording
from Current Slide.
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2. A dialogue box will appear. Select the desired options. Remember, you can only
record narration if you have a microphone attached to your computer. Presenting Your Ideas
3. Click Start Recording. Your presentation will open to a full screen. Perform your
slide show. Make sure to speak clearly into the microphone if you are recording
narration. When you are ready to move to the next slide, click the Next button on
the Recording toolbar in the top-left corner or use the right arrow key.
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4. When you reach the end of the show, PowerPoint will close the full-screen view. Your
slide show timings and narration are now included in your presentation. The slides with
narration will be marked with a speaker icon in the bottom-right corner.
Removing Narration Timings
Click the Slide Show tab, then locate the Set Up group. Click the Record Slide Show drop-
down arrow. Hover the mouse over Clear, then select the desired option.
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2.9. Exporting Presentation as Video
The Create a Video feature allows you to
save your presentation as a video. This Checkpoint
can be useful because it lets your viewers SmartArt allows you to communicate Presenting Your Ideas
information with graphics instead of just
watch the presentation whenever they using text.
want. To make sure your viewers have Record Slide Show allows you to record
voiceover narration for the entire
enough time to view each slide, you might presentation.
want to rehearse the timings or record Rehearsing timings feature allow you
to practice presenting your slide show.
your slide show before using this feature.
1. Click the File tab to access Backstage view. Select Export, then click Create a
Video. Video export options will appear on the right.
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2. Select the video quality from the drop-down menu.
3. Select the drop-down arrow next to Use Recorded Timings and Narrations.
• Choose Don’t Use Recorded Timings and Narrations if you don’t have or don’t
want to use recorded timings. You can adjust the default Seconds to spend on
each slide: in the box below the drop-down menu.
• Choose Use Recorded Timings and Narrations if you have already recorded
timings and narrations and want to use them in your video.
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Let’s Review
1. PowerPoint is a computer program that allows you to create and show slides to
support a presentation.
2. Slides contain the information you will present to your audience.
3. Placeholders can contain different types of content, including text and images.
4. A transition can be as simple as fading to the next slide or as flashy as an eye-
catching effect.
5. There are four types of animations: Entrance, Emphasis, Exit and Motion Path.
6. MS PowerPoint allows you to add audio to your presentation.
7. SmartArt allows you to communicate information with graphics instead of just using
text.
8. Including a chart in a presentation allows your audience to see the meaning behind
the numbers, which makes it easy to visualize comparisons and trends.
9. Predefined chart layouts allow you to modify chart elements including chart titles,
legends, and data labels.
10. Rehearsing timings can be useful if you want to set up a presentation to play at a
certain speed without having to click through the slides to present it.
11. Record Slide Show allows you to record voiceover narration for the entire
presentation.
12. The Create a Video feature allows you to save your presentation as a video.
My Word Bank!
SmartArt
MS PowerPoint
Predefined charts
Slide transition Slide layout
Animation
Fade-out
Record slide show
Chart Fade-in
Rehearse timings
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Important Design Tips
Simple
Do not overwhelm your design with text and
images
Colors
Make use of a cohesive color palette in your
design.
Visual Hierarchy
Ensure that important elements in your
design stand out.
Typography
Avoid using too many font styles in your
design.
Dimensions
It is important to know the dimensions
of your design.
Desktop Publishing
Student Learning Outcomes
After going through this chapter, students will be able to:
1. Understand Desktop Publishing and its features
2. Learn about different Desktop Publication Programs
3. Familiarise themselves with Edraw Max interface
4. Create a publication in Edraw Max
5. Select and modify available templates
6. Set margins and document layout as per requirement
7. Create shapes and fill colour in them
8. Insert and place images in the document
9. Understand how layers work and how to manipulate them
10. Apply transparency effect on text and objects
11. Export the document in .jpeg format
ISTE Student Standard Coverage
Empowered Innovative Creative
Learner Designer Communicator
1a 1d 4b 6a 6b 6c 6d
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3.1. Introduction to Desktop Publishing
Desktop Publishing (DTP) is the creation of
documents by combining text and images
and placing them on a page creatively and
effectively. A key feature is its ability to flow
text around graphic objects in a variety of
ways.
3.2. Features of Desktop Publishing
• Most DTP packages provide a large, ready-made range of professional looking
templates to quickly create a publication.
• Frames allow text and images to be freely moved around the page.
• Guidelines, margins and rulers are very useful for the exact placement of frames.
3.3. Documents Created from Desktop Publishing
Magazines Newsletters Greeting cards
Posters Birthday cards Brochures
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3.4. Desktop Publishing Programs
Desktop Publishing
Microsoft Publisher Adobe Pagemaker Adobe Framemaker EDraw Max
iStudio Adobe InDesign Open Office Quark Xpress
3.5. Getting Started with EDraw Max
EDraw Max is a desktop publishing and typesetting software
application produced by EDraw Soft. It can be used to
create works such as posters, flyers, brochures, magazines,
newspapers, presentations, books and e-books.
EDraw Max Interface
Edraw user interface is similar to a Microsoft programs interface, which can minimize the
learning curve. Edraw user interface includes 7 major menus: File, Home, Insert, Page
Layout, View, Symbols and Help. These menus are introduced in detail with illustrations
below. A menu’s background turns white after selected. Clicking another menu turns off
the menu selected before.
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Home
The Home tab has following options:
Quick Access Toolbar: commands here are always visible. Right click a ribbon command to
add it here.
Libraries: gives access to a wide-range of assets. You can search different shapes for your
design through the Search feature in the library section.
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Page layout: allows to change page layout, change the page setup, theme and
Desktop Publishing
background.
Style: apply quick style and change fill, line style and change effect.
Drawing area and Footer: drawing area is the white section where you create your
graphic. The footer consist of page label, color bar (to change colours), zoom bar (to
zoom in and out).
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Insert Menu
Pages section: allows to insert a new blank page after the current active page.
Table section: allows to insert a table into the document.
Illustrations section: allows to insert a shape from predefined libraries, insert picture from
a file, insert the vector text into the document.
Objects section: allows to insert Microsoft office documents.
Links section: allows to insert link in a shape for quick access to another page of the
document, a webpage, file or folder.
Page Layout
Pages setup section: allows automatically to resize the page, choose a paper size for the
current page, switch the pages between portrait and landscape layouts, show/hide and
customize the ruler size and insert page numbers.
Themes section: allows to change overall style of the entire document, including colours,
style and fonts. Change the colors, effects and fonts of the current theme and set default
theme for the document.
Background: allows to add background to the page and add watermark.
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View Menu
Desktop Publishing
Start slideshow section: allows to start slideshow from either the first page or the
current page.
Document view section: allows to view the presentation in normal view.
Show/hide section: allows to show/hide rulers, gridlines and guidelines or page
buttons. Turn on/off the snap to grid/snap to object option.
Zoom section: allows to zoom the page so that the entire page fits into the window.
Panel section: show or hide the library panel.
Window section: allows to switch between different windows.
Symbols Menu
Symbols section: allows to create a blank new library, create a new library will all images
from a specified folder, close the current active library, save the current active library or
open a specific library through Load Library feature.
Drawing tools section: allows to select objects or text in the document. Draw path or
shape lines using Pencil, draw open and closed Bezier curves or straight lines using the
Pen tool. Draw straight line using Line tool. Draw arc lines using Arc tool. Add, move, delete
or convert anchors to edit paths. Draw spinal, oval, rectangle, polygon, rounded rectangle
or star shapes.
Symbol tools section: allows to save the selected shape as a new symbol. Insert a text box
using Text Tool. Press Ctrl and click the selected shapes to add a connection point.
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Help Menu
Help section: allows to have access to Dynamic Help, access frequently asked questions
through FAQs, view video tutorials through Watch Video Tutorials.
Registration: allows to find updates through Check for Updates feature.
Contact: allows to navigate to EdrawSoft homepage through Home Page feature.
3.6. Creating a New Document
To create a new Edraw document you can do one of the followings:
1. Choose New from the File menu, and click the Create button on the right.
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2. Alternatively, you can click the New button
Desktop Publishing
on the quick access toolbar. A blank new
document will open in a separate window.
Saving a Document
To save an active document, choose Save from the File menu, or click the Save
button on the toolbar.
When you save the document for the first time, you can choose its name and location in
the Save As dialogue. If you have already saved this document, the modified document
will be saved under its existing name.
To save a modified document under some other name, choose the Save As command
under the File menu. Specify the new name and location in the Save As dialogue. The
active document will get a new name and will be stored in the specified location.
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3.7. Working with Themes
A theme refers to a set of unified design
elements that provides a look for your
document by using colour, fonts, and
graphics. A document theme is a set
of formatting choices that include a set
of theme colours, a set of theme fonts
(including heading and body text fonts),
and a set of theme effects (including lines
and fill effects). Edraw provides several
predefined document themes, but you can
also create your own by customizing an
existing document theme, and then saving it as a custom document theme.
Apply a Document Theme
Edraw provides several predefined document themes, but you can also create your own
by customizing an existing document theme, and then saving it as a custom document
theme.
You can change the document theme that is applied by default in Edraw programs by
selecting another predefined document theme or a custom document theme. Document
themes that you apply immediately affect the styles that you can use in your document.
Do one of the following:
1. On the Page Layout tab, in the Themes group, click Theme.
2. To apply a predefined document theme, click the document theme that you want to
use under Built-In.
3. To apply a custom document theme, click the document theme that you want to use
under Custom.
Quick Tip
Custom is available only if you create one or more custom
document themes.
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3.8. Customize a Document Theme
To customize a document theme, you start by changing the colours, the fonts, or
the line and fill effects that are used. Changes that you make to one or more of
these theme components immediately affect the styles that you have applied in the
active document. If you want to apply these changes to new documents, you can Desktop Publishing
save them as a custom document theme.
Customize Theme Colours
1. On the Page Layout tab, in the Themes group, click Theme Colours button and
Click Create New Theme Colours.
2. In the Name box, type an appropriate name for the new theme colours.
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3. Under Theme colours, click the button of the theme colour element that you want to
change. Select a colour you want in the Select Colour palette. Repeat step 3 all of the
theme colour elements that you want to change. Click OK.
Customize Theme Fonts Checkpoint
1. On the Page Layout tab, in the Themes group, click Desktop publishing is the creation of
documents by combining text and
the Theme Fonts button. Click Create Theme Fonts. images.
EDraw Max is a desktop publishing and
typesetting software.
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2. In the Create Font Theme dialogue, set the text format you want. Click OK.
Desktop Publishing
Theme Effects
Theme effects are sets of lines and fill effects. When you click the Theme Effects button,
you can see the lines and fill effects that are used for each set of theme effects in the
graphic that is displayed with the Theme Effects name. Although you cannot create your
own set of Theme effects, you can choose the one that you want to use in your own
document theme.
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Save a Document Theme
Any changes that you make to the colours, the fonts, or the line and fill effects of a
document theme can be saved as a custom document theme that you can apply to other
documents.
1. On the Page Layout tab, in the Themes group, click Theme.
2. Then click the Save current theme... button.
3. After you open the Edraw program next time, you can find the customized theme you
created just now.
Preventing a Shape from Using Theme
1. Select the shape.
2. On the Home tab, Click Protect.
3. In the Protect menu list, check the
From theme or From format.
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Quick Tip
Desktop Publishing
You can modify the theme name, theme font name in the
Themes.xml and ThemeFonts.xml. (Find the two files in the
install folder\Config\)
3.9. Set Margins
A page margin is an area
between the main content of
a page and the page edges. If
this exists, then a grey border
will appear on the canvas where
the red arrows point to. In Edraw
Max, the default option is to
show the grey border. The unit
of the distance is millimetres
and the default value is 10 in
the horizontal and vertical direction. You can choose to show or hide the grey border, and
change the width of the margin.
To adjust the default page margin value, you can:
1. Click File menu, go to Options > Grid.
2. Click the up arrows and down
arrows to increase or decrease
the number.
3. Press Enter to set your
adjustment to your diagram.
4. Alternatively, print in the
number you need in the blanks
directly and press Enter.
5. After the setting is done, go back to the canvas and the grey border will disappear.
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3.10. Working with Shapes
Creating a Rectangle
Select the Rectangle tool. Do one of the
following:
1. To draw a rectangle, drag diagonally
until the rectangle is the desired size.
2. To draw a square, hold down the Shift
key while you drag diagonally until the
square is the desired size.
3. To create a square or rectangle using
values, double click where you want the
centre point to be. Specify a width and height, and click OK.
Change Fill Colour of an Object
On the Shape Format tab, in the Style group, click
the Shape Fill button. Then choose a fill option that
you want.
3.11. Inserting Images
Go to the Insert tab, and click Insert Picture from File button, then select an image from
your local files.
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After you’ve successfully inserted an image, you can edit the image with built-
Desktop Publishing
in tools on the right-side panel. With these tools, setting brightness, contrast,
transparency of the picture as well as clipping the picture to a predefined share
comes easy.
3.12. Working with Layers
Each document includes at least one named layer. By
using multiple layers, you can create and edit specific Checkpoint
areas or kinds of content in your document without
A theme refers to a set of unified design
affecting other areas or kinds of content. elements
Theme effects are sets of lines and fill
You can add layers at any time using the New Layer effects.
command on the Layers panel menu or the New Layer A page margin is an area between the
main content of a page and the page
button at the bottom of the Layers panel. edges.
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Creating Layers
1. To create a new layer, click the New button on
the bottom.
2. Select an active layer from the Active column.
The newly added shape will go to the active
layer.
3. Check the Lock box of a layer, the shapes in this
layer will be locked and cannot be
4. selected or operated.
5. Uncheck the Show box of a layer, the shapes in
this layer will not be displayed.
6. Uncheck the Print box of a layer, the shapes in
this layer will not be printed. For the background layer, you can’t edit its name or delete
it.
3.13. Transparency Effects
You can adjust the transparency settings found on the right side bar. By setting the
transparency of all aspects of shapes (text block, lines, fills, and shadows) to 100%, you
can make both open and closed shapes completely transparent.
Apply Transparency to a Fill
1. Select the shape or shapes
whose fill you want to make
transparent.
2. Go to Styles group on
Home tab, or the right side
bar, click Fill button to open
Fill options.
3. In the Fill options, move the
Transparency slider to the
percentage of transparency
you want.
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Apply Transparency to a Line
1. Select the line or lines whose fill
you want to make transparent.
2. Go to Styles group on Home
tab, or the Right Side Bar, Desktop Publishing
click Line button to open Line
options.
3. In the Line options, move the
Transparency slider to the
percentage of transparency you want.
Apply Transparency to a Shadow
1. Select the line or lines whose fill
you want to make transparent.
2. Go to Styles group on Home
tab, or the right side bar,
click Line button to open Line
options.
3. In the Line options, move the
Transparency slider to the
percentage of transparency you want.
Apply Transparency to a Picture
1. Select the picture or pictures
that you want to make them
transparent.
2. Go to Styles group on Home
tab, or the right side bar, click
Picture button to open Picture
options.
3. In Picture options, move the
Transparency slider to the percentage of transparency you want.
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3.13. Screen Modes
The Full Screen button switches you from normal map view to a full screen mode
which maximizes your map space and hides all menus and toolbars.
Follow one of the steps below to enter the full map view:
1. Click the Full Screen button on the Slideshow tab.
2. Press Ctrl + F5 on the keyboard.
Traverse View
In traverse view, you can choose to traverse topics and traverse branches.
To traverse topics, options are:
1. Click the Traverse Topics
button on Slideshow tab.
2. Click the corresponding
icon in the bottom toolbar
at the right corner to view your document in full-screen mode.
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Display Slide Show
A mind map presentation is a dynamic
slideshow that you create from a mind
map. Each slide shows a detail of the
map, such as a branch or an individual Desktop Publishing
topic. At the start, the end, and at key As new businesses start up commerce
becomes dependent on the Internet there
points during the presentation, you can will be a 13% increase demand for graphic
zoom out so the whole map can be designers by 2020.
(Bureau of Labor Statisitcs)
displayed for the audience.
To display a slide show created from
a mind map Click the Play Slides button on the Slideshow tab or on the Slide
Preview panel to start a slide show from the current slide.
Your slides will be dynamic in slide show mode: move the cursor to the lower part of
the canvas, a toolbar covering seven buttons will appear. Click the following buttons
to achieve the corresponding effect:
Play slideshow automatically The previous page
The next page Zoom in
Zoom Out Fit in View
Close the window
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Let’s Review
1. Desktop publishing is the creation of documents by combining text and
images and placing them on a page creatively and effectively.
2. EDraw Max is a desktop publishing and typesetting software application
produced by EDraw Soft.
3. A theme refers to a set of unified design elements that provides a look for
your document by using colour, fonts, and graphics.
4. Theme effects are sets of lines and fill effects.
5. A page margin is an area between the main content of a page and the page
edges.
6. By using multiple layers, you can create and edit specific areas or kinds of
content in your document without affecting other areas or kinds of content.
7. In traverse view, you can choose to traverse topics and traverse branches.
8. The full screen button switches you from normal map.
9. A mind map presentation is a dynamic slideshow that you create from a
mind map.
My Word Bank!
Document theme
EDraw max Page margin
Mindmap
Theme effects
Slideshow
Layers
Transparency
Desktop publishing
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Data Analysis-Application
Security
Data analytics applications, or, more specifically,
predictive analysis help in minimizing crime rates.
Delivery
Logistic companies are using data analysis to examine
collected data and improve their overall efficiency.
Healthcare
Self-learning healthcare programs, are able to work on
data of individual patients to provide a personalized
health recommendation.
Urban Planning
Big Data allows urban planners to develop a new
understanding of how cities function.
Energy Consumption
Data analysis allows smart meters to self-regulate
energy consumption for the most efficient energy use.
Analysing Data
Student Learning Outcomes
After going through this chapter, students will be able to:
1. Insert a new column between columns.
2. Use the CONCATENATE, SUM, MAX, MIN and AVERAGE function.
3. Adjust column width.
4. Use IF Condition.
5. Insert currency symbols on relevant cells.
6. Apply border on cells.
7. Apply alignment on cells.
8. Fill colours on cells.
9. Merge different cells.
10. Insert header and footer.
11. Change page orientation.
12. Fit the sheet on one page.
13. Take the printout.
ISTE Student Standard Coverage
Empowered Knowledge Computational Creative
Learner Constructor Thinker Communicator
1a 1d 3d 5a 5d 6c 6d
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4.1. Overview
Excel is a spreadsheet program that allows you to store, organize, and analyze
information. The basics of Microsoft excel have been covered in detail in previous books.
This chapter focuses more on working with advance features in excel.
4.2. Inserting Columns Between Data Cells
1. Select the column heading to the right of where you want the new column to appear.
To insert a column between columns B and C, select column C.
2. Click the Insert command on the Home tab. Select Insert Sheet Columns
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3. The new column will appear to the left of the selected column.
4.3. Adjusting Column Width
The AutoFit feature will allow you to set a column’s width to fit its content automatically.
1. Position the mouse over the column line in the column heading so the white cross
becomes a double arrow .
2. Double-click the mouse. The column width will be changed automatically to fit the
content.
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3. You can also AutoFit the width for several columns at the same time. Simply select
the columns you want to AutoFit, then select the AutoFit Column Width command
Analysing Data
from the Format drop-down menu on the Home tab.
4.4. Inserting Columns Between Data Cells
You can also AutoFit the width for several columns at the same time. Simply select the
columns you want to AutoFit, then select the AutoFit Column Width command from the
Format drop-down menu on the Home tab.
Horizontal Text Alignment
In our example below, we will modify the alignment of our title cell to create a more
polished look and further distinguish it from the rest of the worksheet.
Select the cell(s) you want to
modify. Then select one of the three
horizontal alignment commands on
the Home tab. In our example, we
will choose Centre Align. The text will
realign.
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Vertical Text Alignment
Select the cell(s) you want to modify.
Select one of the three vertical alignment
commands on the Home tab. In our
example, we will choose Middle Align. The
text will realign.
4.5. Inserting Columns Between Data Cells
Whenever you have too much cell content to be displayed in a single cell, you may decide
to wrap the text or merge the cell rather than resize a column. Wrapping the text will
automatically modify a cell’s row height, allowing cell contents to be displayed on multiple
lines. Merging allows you to combine a cell with adjacent empty cells to create one large
cell.
Text Wrapping in a Cell
1. Select the cells you want to wrap. In this example, we will select the cells in column D.
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2. Select the cells you want to wrap. In this example, we will select the cells in column D.
Merge and Center
In our example below, we’ll merge cell A1 with cells B1:D1 to create a title heading for our
worksheet.
1. Select the cell range you want to merge. Select the Merge & Centre command on the
Home tab.
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2. Select the cell range you want to merge. Select the Merge & Centre command on the
Home tab.
4.6. Advanced Functions in Excel Checkpoint
A function is a predefined formula that performs
AutoFit feature allows to set a column’s
calculations using specific values in a particular width to fit its content automatically
order. Excel includes many common functions that Wrapping allows cell contents to be
can be used to quickly find the sum, average, count, displayed on multiple lines.
maximum value, and minimum value for a range of Merging combines a cell with adjacent
empty cells to create one large cell.
cells.
CONCATENATE
The word concatenate is just another way of saying to combine or to join together. The
CONCATENATE function allows you to combine text from different cells into one cell.
=CONCATENATE (text1, text2, [text3], ...)
• text1: the first text value to join together.
• text2: the second text value to join together.
• text3[optional]: the third text value to join together.
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