New Gateway to Computer Science 8

Working with Charts

You can insert a chart in a document directly
from Microsoft Word 2010. The data used
to plot the sample chart is stored in an
Excel worksheet that is associated with
the Word file. You have full access to the
same powerful charting features as you do
in Excel and PowerPoint. There is no need
to create a chart in Excel and then import it
to Word.
There are various types of charts like
Column, Line , Pie, Bar, Area, Stock ,
Surface, Bubble, Radar, etc.
To create a chart we can use the following steps.
 On the Insert tab, click Chart. The Insert Chart dialogue box opens.
 In the left pane, click on the desired chart type. (Templates)

Scan Here

For video tutorials

 Click on the OK. Microsoft Excel opens, displaying a sheet containing dummy data for
the chart.

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 Change the data in Excel as needed.
Edit both the numbers and the labels.
You can insert or delete rows and
columns as needed; the chart
automatically reflects them.

 Switch to the Word window to view the
chart.

Working with Tables

Tables are useful for organizing and presenting
data. You can create a blank table, convert text to
a table, and apply a variety of styles and formats
to existing tables.

To insert a blank table

 Place your insertion point in the document
where you want the table to appear.

 Select the Insert tab.

 Click on the Table command.
 Place your mouse over the diagram squares
to select the number of columns and rows in
the table.
 Click on your mouse, and the table appears in the document.
 You can now place the insertion point anywhere in the table to add text.

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To convert existing text to a table:
 Select the text you want to convert.
 Select the Insert tab.
 Click the Table command.
 Select Convert Text to Table from the menu. A dialogue box will appear.

Scan Here

For video tutorials

 Choose one of the required options in the Separate text at: section.

 Click on OK. The text appears in a table.
To add a row above an existing row:
 Place the insertion point in a row above the location where you want to add a
row.

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 Right-click the mouse. A menu appears.
 Select Insert and select Insert Rows Above.

 A new row appears above the insertion point.

You can also add rows below the insertion point. Follow the same steps, but select Insert
Rows Below from the menu.

To add a column:

 Place the insertion point in a column adjacent to the location where you want
the new column to appear.

 Right-click on the mouse. A menu will appear.

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 Select Insert Columns to the Left or Insert Columns to the Right. A new column
appears as below.

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

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Quick Learn

 Line spacing gives the gap between lines.
 Page setup helps to set top, left, and right and bottom margin. It also helps to select
paper size.
 Page header is displayed at the top of the page and footer display at the end of the
page.
 Headers and footers help to have similar information, such as page numbers

or document titles, repeated at the top or bottom of every page.
 You can insert a chart in a document directly from Microsoft Word 2010.
 There are various types of charts like Column, Line , Pie, Bar, Area, Stock ,
Surface, Bubble, Radar, etc.
 Tables are useful for organizing and presenting data.

EXERCISE

1. Fill in the blanks with suitable words.

a. …………. tab holds the information related to file.

b. …………… are the ready made features of word, which we can use directly
in the document.

c. …………….. option is used to copy the previous format of text and apply
it for the new text or document.

d. …………… are text or picture placed behind text in the document.

e. In word document, the spelling mistakes of word or letters are underlined
with ………. line and the grammar errors are underlined with …………
lines.

f. ……………. helps to specify where a new page will begin in a document.

g. ……………. gives the gap between lines.

h. Page header is displayed at the …………… and footer is displayed at the ………..
page.

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

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5. Write very short answer to the following questions.
a. In which tab can you see the options like save, new, open, print, etc.?
b. In which tab can you use to apply page setup?
c. Which shortcut key can be used to make the text centre alignment?
d. Which colour will appear on the word if it has spelling and grammar errors?
e. Which tab can we use to apply header and footer in the document?
f. Can we insert table and chart in word processing program?
g. In which tab can you get Format Painter option?
6. Write short answer to the following questions.
• What is Microsoft office word 2010? Explain its features.
• What do you mean by paragraph formatting and font formatting?
• What is the use of page break? Write down the steps to perform this activity.
• What are page header and footer? What is the purpose of inserting header and
footer in the document?
• Write proper steps to convert the text into table.
7. Write long answer of the following questions.
a. Explain the various tabs used by Microsoft Office Word 2010.
b. What is design template? How to create a template? Write with proper steps.
c. What is watermark text? What is the purpose of using it? Write proper steps to
insert watermark in your document.

Lab Activities
• Perform the following tasks in your computer lab.
a. Prepare your CV in Ms-Word.
b. Prepare a table with at least 10 rows and columns.
c. Design an advertisement format using text box and some drawing tools.
d. Insert some mathematical formula in a document.
e. Insert any three types of chart with result analysis in word 2010.

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Design a page as given below in word processing programme
Computer Hardware

Computer hardware is the physical part or component of a computer. Hardware
includes internal and external components such as the monitor,
keyboard, hard drive disk, mouse, printers, graphic cards,
sound cards, memory, motherboard and chips. The computer
hardware can be classified as below.

• Input Hardware

An input device is a piece of computer hardware equipment that is used to provide data
and instructions to the computer system for processing.

• Processing Hardware

Processing hardware is responsible to process all the activities inside the computer from

the data entering stage to output stage. The CPU has the following three sections which
are listed below.

a. The arithmetic logic unit (ALU), which performs arithmetic and logical operations.

b. The control unit (CU), which extracts instructions from memory and decodes and
executes them.

c. Registers/the Memory Unit, which is a temporary storage area which is responsible
for holding the data that is to be processed.
Primary and secondary Memory

Computers are used not only for processing data for immediate use, but also for
storing large volume of data for future use. In order to meet these two specific
requirements, computers use two types of storage location; one is for storing the data
that are being currently handled by the CPU and the other, for storing the results and the
data for future use. The storage location where the data are held temporarily is referred
to as the primary while the storage location where the programs and data are stored
permanently for future use is referred to as the secondary memory. The primary memory
is generally known as ‘Memory’ and the secondary memory as ‘storage’.

Types of primary memory

Random Access Memory (RAM): It is a volatile memory and losses all its data when

the power is switched off. It is the main memory of the computer

system that stores the data temporarily and allows the data to

be accessed in any order. RAM is made up of different ICs, which

are mounted on a printed circuit board. RAM is also known as read/

write memory because it can perform both read as well as write

operations. The speed of RAM is faster than the other memory devices, such as hard

disk, floppy disk, etc.

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Chapter Spreadsheet Software-2010

8

Expected Competency

At the end of this unit, students will be able to:
• define MS-Excel with its application area and features.
• explain the components of excel 2010.
• identify the tool bars.
• work with border and shading.
• work with excel formula.

Introduction

Microsoft Excel is a spreadsheet
program. It provides a grid
interface to organize the various
information. You can use Excel
to create and format workbooks
in order to analyse the data.
Specifically, you can use Excel
to track data, build models for
analysing data, write formulas to
perform calculations on that data,
pivot the data in various ways, and
present data in a variety of professional looking charts.

Excel is used widely in financial activity. It has the ability to create new spreadsheets
where users can define custom formulas for the calculation. Excel is also used widely for
common information organization and tracking like a list of sales leads, project status
reports, contact lists, and invoicing. Excel is also useful tool for scientific and statistical
analysis with large data sets.

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Features of Excel

 It is used for creating worksheet and workbooks.
 It is also used for various simple and some complex types of calculations.
 It is used for analysing the data.
 It is used for formatting numbers and text by adjusting column widths, text placement
and numerical options.
 It is used for preparing charts, presenting numerical information in graphical forms.
 It provides placing text data to the web as on interactive file.

How Excel Works?

All the excel document is called a Workbook. A workbook always has at least one
Worksheet. Work sheets are the grid where you can store and calculate data. You can have
many worksheets stored inside a workbook, each with a unique worksheet name. The
intersection of any given row and column is a cell. Cells are used to enter any
information. A cell will accept a large amount of text, or you can enter a date, number, or
formula. Each cell can be formatted individually with border, background color, and font
color, font size, font name, etc.

The First Excel Windows

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Components of Excel 2010

File Tab
You can use this tab to open or save files, create new sheets, print a sheet, and do other file
related operations. The details are listed below in the table.

Option Description
Save This option is used to save the document.
Save As This option is displayed asking for sheet name and sheet type. By
default, it will save in sheet 2010 format with extension .xlsx.
Open This option is used to open an existing excel sheet.
Close This option is used to close an opened sheet.
Info This option displays the information about the opened sheet.
Recent This option lists down all the recently opened sheets.
New This option is used to open a new sheet.
Print This option is used to print an opened sheet.
Save & Send This option saves an opened sheet and displays options to send
the sheet using email etc.
Help This option is used to get help about excel 2010.
Options This option is used to set various options related to excel 2010.
Exit This option is used to close the sheet and exit from excel.

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Quick Access Toolbar
This toolbar is located just above the File tab and provides a convenient resting place for
the most frequently used commands. You can customize this toolbar based on your need.
Ribbon
Ribbon contains commands organized in three components :
Tabs : They appear across the top of the Ribbon and contain groups of related commands.
Home, Insert, Page Layout are the examples of ribbon tabs.
Groups : They organize related commands; each group name appears below the group
on the Ribbon. For example, group of commands related to fonts or group of commands
related to alignment.
Commands: Commands appear within each group as mentioned above.

Title Bar
This lies in the middle and at the top of the window. Title bar shows the program and the
sheet titles.
Help
The Help Icon can be used to get excel related help anytime that you want.
Zoom Control
Zoom control helps to zoom in for a closer look at your text. The zoom control consists
of a slider that you can slide left or right to zoom in or out. The + buttons can be clicked
to increase or decrease the zoom factor.
View Buttons
The group of three buttons located to the left of the Zoom control, near the bottom of the
screen are view buttons. The various zoom buttons are listed below.
Normal Layout view : It displays the page in normal view.
Page Layout view : It displays pages exactly as they will appear when printed. This gives
a full screen look of the document.
Page Break view : It shows a preview of where pages will break when printed.

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Sheet Area
The place where you enter data is called sheet area. The vertical bar is called the insertion
point and it represents the location where text will appear when you type.
Row Bar
Rows are numbered from 1 onwards and are kept on increasing as you keep entering data.
Maximum number of rows are 1,048,576 in Excel 2010.
Column Bar
Columns are numbered from A onwards and are kept on increasing as you keep entering
data. After Z, it will start the series of AA, AB and so on. Maximum number of columns
are 16,384 in excel 2010.

Status Bar

This bar displays the sheet information as well as the insertion point location. From left to
right. This bar can contain the total number of pages and words in the document.

Working With Templates

It has various built-in templates. You can apply your own custom templates and to search
variety of templates with the help of internet to find a template, you can use the following
steps.

 Choose the File tab and select New option. 113
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 Under Available Templates, do one of the following:

To reuse a template that you’ve recently used: Click Recent Templates, click
on the template that you want, and then click on the Create.

To use your own template that you already have installed: Click My Templates,
select the template that you want, and then click OK.

Note: You can also search for templates on Office.com from within Excel. In the Search
Office.com for templates box, type one or more search terms, and then click on the
arrow button to search.

Creating a new workbook Scan Here

 Choose File and select New option.
 Under Available Templates, choose Blank Workbook.
 Choose Create.

Saving a workbook For video tutorials

 Choose the File tab and select the Save As option.
 In the Save As dialogue box, in the Save as type list, select Excel Workbook
 In the File name box, type a name for your workbook.
 Choose Save to finish.

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Entering data in a worksheet

 Select the cell where you want to enter data.
 Type the data in the cell.
 Press Enter or Tab to move to the next cell.

Formatting numbers

 Select the cells that you want to format.
 Click on the Home tab, in the Number
group, choose the Dialogue Box Launcher
next to Number (or press CTRL+1).

 In the category list, click the format that you want to use, and then adjust
settings if necessary. For example, if you are using the Currency format, you
can select a different currency symbol, show more or fewer decimal places, or
change the way negative numbers are displayed.

Applying cell borders

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 Select the cell or range of cells that you want to add a border to.
 Click on the Home tab, in the Font group, click on the arrow next to Borders,
and then click on the border style that you want.

Creating an Excel table

 On a worksheet, select the range of cells that you want to include in the table. The
cells can be empty or can contain data.
 Click on the Home tab, in the Styles group, choose Format as Table, and then select
the table style that you want.
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Applying cell shading

 Select the cell or range of cells that you want to
apply cell shading.

 On the Home tab, in the Font group, choose the
arrow next to Fill Colour , and then under Theme
Colours or Standard Colours, select the colour
that you want.

Filtering data

Scan Here

For video tutorials

 Select the data that you want to filter.

 On the Data tab, in the Sort & Filter group, click on Filter.

 Click the arrow in the column header to display a list in which you can make filter

choices.

 To select by values, in the list, clear the (Select All) check box. This removes
the check marks from all the check boxes. Then, select only the values you
want to see, and click on the OK to see the results.

Sorting the data

 Select a range of data, such as A1:E6 (multiple rows and columns) or D1:D6
(a single column). The range can include titles that you created to identify columns
or rows.

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 Select a single cell in the column on which you want to sort.
 Click to perform an ascending sort (A to Z or smallest number to largest).

 Click to perform a descending sort (Z to A or largest number to smallest).

 To sort by specific criteria
 Select a single cell anywhere in the range that you want to sort.

 On the Data tab, in the Sort & Filter group, choose Sort.
 The Sort dialogue box appears.
 In the Sort by list, select the first column on which you want to sort.
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 In the Sort on list, select either Values, Cell Colour, Font Colour, or Cell Icon.

 In the Order list, select the order that you want to apply to the sort operation such as

alphabetically or numerically, ascending or descending (that is, A to Z or Z
to A for text or lower to higher or higher to lower for numbers).

Quick Learn

 We can use Excel to create and format workbooks in order to analyse the data.
 Excel is used widely for common information organization and tracking like a
list of sales leads, project status reports, contact lists, and invoicing.
 Excel is also useful tool for scientific and statistical analysis with large data
sets.
 You can have many worksheets stored inside a workbook, each with a unique
work sheet name.
 The intersection of any given row and column is a cell.
 Quick Access Toolbar is located just above the File tab.
 Zoom control helps to zoom in for a closer look at your document or text.
 There are 1,048,576 rows in Excel 2010.
 Status Bar displays the sheet information as well as the insertion point location.

Cell reference

Cell reference refers to a particular cell or range of cells in a worksheet. Cell references
are useful in excel to identify the data that should be used in formulas to calculate results.
For example, the cell below occurs at the cross section of column C and Row 4.

The cell reference is C4 and we can use C4 to refer to the data in that cell. 119
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We can use cell references to refer to:
 Data from one cell in your worksheet.
 Data that is contained in different areas of your worksheet.
 Data in cells on other worksheets in the same workbook
Types of cell reference
There are three types of cell reference in excel. They are relative cell reference, absolute
cell reference and mixed cell reference. The details are explained below.
Relative cell reference
It is a common cell reference in excel which is followed by the column letter with row
number. By default, excel uses relative cell references. In the given formula in cell D3
below, cell D3 references (points to) cell B3 and cell C3. Both references are relative.

Absolute cell reference
An absolute cell reference is a cell address that contains a dollar sign ($) in the row or
column coordinate, or both. When you enter a cell reference in a formula, excel assumes
it is a relative reference unless you change it to an absolute reference. If you want part of
a formula to remain a relative reference, remove the dollar sign that appears before the
column letter or row number. For the given sheet absolute cell address can be written for
Qty. as ($B$9) and for Rate as ($C$9).

In the above sheet the formula remain same while copying due to its absolutes nature.

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Mixed cell reference

A mixed cell reference is either an absolute column and relative row or absolute row and
relative column. When you add the $ before the column letter you create an absolute col-
umn or before the row number you create an absolute row. For example, $A1 is absolute
for column A and relative for row 1, and A$1 is absolute for row 1 and relative for column
A. If you copy or fill the formula across rows or down columns, the relative references
adjust, and the absolute ones does not adjust.

In mixed cell references the value of either one of the row or column changed/copied and

another remained same. Scan Here

Working with Chart

 Select the data that you want to create a chart.

For video tutorials

 Click on the Insert tab, in the Charts group, click on the chart type that you want to
use, and then click on the chart subtype.

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 Use the Chart Tools to add chart elements such as titles and data labels, and to
change the design, layout, or format of your chart.

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Operators

Operators are the symbols used in a formula to define the relationship between two or
more cell references, or between two or more values. They cause excel to perform some
action. For example, in the formula: = A10 + B10, the plus sign is the operator. Various
excel operators are explained below.

Arithmetic Operators

Arithmetic Operators are used for arithmetic calculations. The table below explain the
symbols used in various arithmetic calculations.

Task Operator Example

Addition + 10+10=20
Subtraction − 10−5=5

Multiplication * 10*5=50

Division / 10/5=2

Percentage % 100*10%=10
Carrat ⋀ 2⋀5=32

The formula is visible only in the formula bar. A formula result will change as different
numbers are entered into the cells included in the formulas definition.

Relational operators

Relational operators are used to compare two or more than two values. The table below
explains about the relational operators.

Operators Vales for evaluation Output
= (Equals to) A= 10 , B= 5 , C= 15 , D= 10
> (Greater than) A=B False
< (Less than) A=D True
>= (Greater than or equal to) A>B True
A>C False
<= (Less than or equal to) A<B False
A<C True
A>=B True
A>=D True
A>=C False
A<=B False
A<=D True
A<=C True

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Logical operators

These operators give true or false value by comparing two or more expressions. There are
various logical operators among them IF, AND,OR, and NOT are mostly used operators.

Functions

Functions are predefined formulas and are
already available in Excel. For example, cell A3
below contains a formula which adds the value of
cell A2 to the value of cell A1.

Parts of a function

Each function has a specific order called syntax which must be followed in or-
der for the function to work correctly. The basic syntax to create a formula with a
function is to insert an equal sign (=), function name (SUM, for example, is the function
name for addition), and argument. Arguments contain the information that you want the
formula to calculate, such as a range of cell references.

=SUM(B3:B12)

Equal sign Function Argument
name

Working with arguments

Arguments must be enclosed in parentheses. Individual values or cell references inside
the parentheses are separated by either colons or commas.
 Colons create a reference to a range of cells.

For example, =AVERAGE (D10:D20) would calculate the average of the cell range D10
through D20.

 Commas separate individual values, cell references, and cell ranges in parentheses.
If there is more than one argument, you must separate each argument by a comma. For
example, = COUNT (C6:C14,C19:C23) will count all the cells in the three arguments that
are included in parentheses.

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Various Excel Functions Scan Here

SUM function For video tutorials
The SUM function is a built-in function that is used to find the
sum for the group of cells.
Syntax: SUM (number 1, [number 2 ……..number n])
OR
SUM = (cell 1, cell2, [cell3: cell 4], …………….)

Practical sample 1

Do the calculation as given.

Formula: =SUM (D3:D6)

The given sample displays the sum as 365.

MIN function
This function is used to find the minimum value in the specified cell.
Syntax: MIN (number 1, number 2 ……..number n)
OR
MIN (Cell 1: Cell 2)

Practical sample 2 125
Do the calculation as given.
Formula: =MIN(D3:D6)
The given sample displays the minimum value as
40.

MAX function
This function is used to find the maximum value in the specified cell.
Syntax: MAX (number 1, number 2 ……..number n)
OR
MAX (Cell 1 : Cell 2)

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Practical sample 3
Do the calculation as given.
Formula: =MAX(D3:D6)
The given sample displays the maximum
value as 165.

AVERAGE function
This function is used to display the average value in the given cell range.
Syntax: AVERAGE (number 1, number 2 ……..number n)
OR
AVERAGE (Cell 1 : Cell 2)

Practical sample 4
Do the calculation as given.
Formula: =AVERAGE (D3:D6)
The given sample displays the maximum value
as 91.25 .

PRODUCT function
This function is used to find out the multiple values (product) in the given cell range.
Syntax: PRODUCT (number 1, number 2 ……..number n)
OR
PRODUCT (Cell 1 : Cell 2)

Practical sample 5
Do the calculation as given.
Formula: =PRODUCT (D3:D6)
The given sample displays the product of the
numbers : 39600000.

IF Function
In excel this function is used as a logical function. It is used to evaluate two or more than
two conditions either true or false.
Syntax: IF (condition, [value (if true)]) , [value (if false)]

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Practical sample 6
Suppose the pass marks of computer in theory is 20 out of 50 full marks. Now check
whether the student is pass or fail in this subject.
Formula: = if(c3<=19,”FAIL”, “PASS”)

Scan Here

For video tutorials

Practical sample 7
Prepare a result sheet with total marks, percentage, result and division.

Formula:

To calculate total: =SUM(C3:H3)

To analyse result: = IF(AND(C3>=40,D3>=40,E3>=40,F3>=40,G3>=40,H3>=40),"PA
SS","FAIL")

To calculate % : = I3/500*100

To calculate division: = IF(AND(K3>=80),"DIST",IF(AND(K3>=60),"FIRST",IF(AND
(K3>=45),"SECOND",IF(AND(K3>=32),"THIRD","NO DIVISION"))))

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After the use of formula, the above table display the given result.

Quick Learn

 Cell reference refers to a particular cell or range of cells in a worksheet.
 An absolute cell reference is a cell address that contains a dollar sign ($) in the
row or column coordinate, or both.
 A mixed cell reference is either an absolute column and relative row or absolute
row and relative column.
 Operators are the symbols used in a formula to define the relationship between
two or more cell references, or between two or more values.
 Functions are predefined formulas and are already available in Excel.

EXERCISE

1. Fill in the blanks with suitable words.
a. We can use …..... to create and format workbooks in order to analyse the data.
b. Excel is also useful tool for scientific and …….. analysis with large data sets.
c. You can have many worksheets stored inside a …………., each with a unique
worksheet name.
d. …………………. is located just above the File tab.
e. There are …………….. rows in Excel 2010.
f. ………bar displays the sheet information as well as the insertion point location.
g. An absolute cell reference is a cell address that contains a …………….. in the row
or column coordinate, or both.

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

a. Excel is used widely for common information organization and tracking
reports and records.

b. The intersection of any given row and column is an active cell.

c. View tab helps to zoom in for a closer look at your document or text.

d. Cell reference refers to a particular cell or range of cells in a PowerPoint.

e. A mixed cell reference is either an absolute column and relative row or absolute
row and relative column.

f. Functions are the symbols used in a formula to define the relationship between
two or more cell references, or between two or more values.

g. Operators are predefined formulas and are already available in Excel.

3. Write down the proper steps for the followings.

a. Sorting the data in ascending order b. Formatting the numbers

c. Applying cell border d. Filtering the excel data

e. Creating chart in excel sheet

4. Write down the function of the following Excel functions with its syntax.

SUM , MIN , MAX, AVERAGE, IF

5. Write very short answer to the following questions.

a. What type of program is excel 2010?

b. In which tab can we click to save the excel workbook?

c. What is the name of the bar which is located at the top of the excel work sheet ?

d. Name various view buttons.

e. How many default sheets are available in excel workbook?

f. What is the name of last column in excel 2010.

g. In which cell reference can we use dollar ($) sign?

h. Name any two arithmetic operators.

i. Which function is used to find the maximum value in the specified cell?

6. Write short answer to the following questions.

a. What is MS-Excel? Define with its features.

b. What is a design template? Explain in short.

c. What do you mean by data sorting? Write its importance in excel.

d. What is cell reference? For what can we use it?

e. Explain the types of cell reference.

f. What is function? Name any six excel functions.

g. What are the parts of function? List out some common excel functions.

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7. Write long answer to the following questions.
a. What are the operators used in Ms-Excel? Explain all types of operators.
b. Explain the excel function with syntax.

Lab Activities
• Open Ms-Excel 2010 and make a simple bill format as below.

Perform the following tasks and save it under your name.

Bhawan Books , Dang Nepal

S.N Item Quantity Rate Amount Vat Discount G. Total
1 Pen 150 45

2 Pencil 200 12

3 Eraser 150 5

4 Ruler 200 10

5 G.Box 80 55

• Calculate the total amount.
• Calculate Vat, Which is 13% of Amount.
• Calculate Discount, Which is 5% of Amount
• Calculate G.Total.
• Sort the above data of table on the basis of item name.
• Insert any two other sheet in your workbook.
• Prepare a pie chart and bar graph for the following table data.

Neelakantha School, Dhading Bensi

SEE Result analysis Chart
S.N Year
Total No. of student Number of Number Number
1 2070 Student Securing ‘A+’ student of student of student
2 2071 Securing ‘A’ Securing Securing
3 2072 150 50 ‘B+’ ‘B’
4 2073 130 30 30
5 2074 120 30 20 20 50
6 2075 115 25 30
110 20 40 20 60
160 50 20
50 30 30

40 10

40 30

40 20

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• Prepare a Result sheet as below

AB CD EF G HI K

1

2 Roll Name Maths English Nepali Computer Opt. Total Percent
No: Maths

3 1 Ramesh 80 66 48 77 73 ? ?

4 2 Gita 93 88 63 82 89

5 3 Shyam 92 67 56 84 78

6 4 Rasmita 89 59 42 84 68

7 5 Saujan 66 64 46 64 48

8

a. Calculate total marks. Scan Here
b. Calculate percentage. For video tutorials
• Prepare a worksheet for expenses analysis
Given, House rent = 15%
Health = 10% Education = 20%
Food = 25% Extra = 15%
• Prepare a chart for population analysis of different regions

A B C D E
1 2072 2073 2074 2075
2 West 880 790 560 650
3 East 980 990 880 1100
4 North 560 720 960 950
5 South 680 950 880 520

• Prepare bar • graph • Prepare pie-chart
• Prepare a line graph.

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Chapter Presentation Software-2010

9

Expected Competency

At the end of thTihsiusnciht,aspttuedrecnotvsewrsillthbeefaoblleowtoi:ng topics:
• explain the features and application of presentation program.
• work with PowerPoint presentation.
• work with different slide layout and slide design
• work with charts, tables and audio.

Introduction

PowerPoint is a presentation program developed by Microsoft.
It is a complete presentation graphics package. It helps to create
a professional looking presentation. It has word processing,
outlining, drawing, graphing, and presentation management
tools. It provides various features that offer flexibility and the
ability to create an effective presentation.

It can be used to create a presentation that includes music
which plays throughout the entire presentation or sound effects
for particular slides. The following are the common features of PowerPoint.
 The presentation is made up of a series of slides.
 The slides that you create using PowerPoint can also be presented as overhead
projectors.
 You can print hand-outs, outlines, and speaker’s notes.
 You can format all the slides by using slide master.
 You can import what you have created in other Microsoft programs, such as
Word and Excel into any slides.

PowerPoint presentations work like slideshows. To convey a message, you can break it
down into slides. Each slide has a blank canvas for the pictures, words, and shapes that

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will help you build your slide. Basically, you have to remember the following things
while creating a presentation.

1. Choosing a theme. 2. Insert a new slide.

3. Saving the presentation. 4. Add text.

5. Formatting the text. 6. Selecting way of the text.

7. Adding the pictures from various sources. 8. Get out of Slideshow view.

Working with PowerPoint

In previous classes we discussed about basic learning procedure of PowerPoint like
creating it, opening, saving, closing, editing and many more. In this chapter you will learn
more about working with PowerPoint 2010.

Checking Spelling errors

When you make any mistakes on the spellings, you
can use proofing features which helps you to produce
professional, error-free presentations. Here, you will
learn about the various proofing features, including the
Spelling tool. You can run a spelling check, or you can
allow PowerPoint to check your spelling automatically
as you type.

To run a spell check: Scan Here
For video tutorials
 Go to the Review tab.

 Click on the Spelling from proofing group.

 The Spelling dialogue box will open error that appears in
your presentation and suggestions.

 You can select a suggestion and then click change to correct
the error.

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 If no appropriate suggestions are given, you can manually type the correct spelling
and then click Change.

Ignoring spelling errors
The spelling check is not always correct. At that time, you can just ignore the errors with
the help of given options.
 Ignore Once: This will skip the word without changing it.
 Ignore All: This will skip the word without changing all other instances of the word
in your presentation.
 Add: This adds the word to the dictionary so it will never come up as an error again.
Make sure the word is spelled correctly before choosing this option.
Automatic spell check
PowerPoint automatically checks the presentation for spelling errors, so you do not need
to run a separate check using the spelling command. The spelling errors are indicated with
the red wavy lines and green lines indicated for grammar errors.

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To use the automatic spell check feature

 Right-click on the underlined word. A menu will appear as above.

 Click the correct spelling of the word from the list of suggestions.

Modifying proofing options

With the help of customizable proofing options, you can change the
way of spelling errors, including automatic spell check and contextual
spelling. Contextual spelling is an option that is turned off by default
but that can be turned on which helps you to find and correct spelling
mistakes.

To modify proofing options

 Click on the File tab and choose the Options.

 Select Proofing, the PowerPoint Options dialogue box gives you
several options to choose as the dialogue box given below.

 Move on when correcting spelling in microsoft office programs. 135
New Gateway to Computer Science Book-8

 Check spelling as you type: Uncheck this box if you don’t want to check for spelling
errors automatically. (This automatically checks Hide spelling errors.)

 Use contextual spelling: Check this box if you want to check for contextual spelling
mistakes.

 Hide spelling errors: Check this box if you want to hide the red wavy lines that mark
spelling errors. (This option is disabled if Check spelling as youtype is
unchecked.)

Note: If you turned off the automatic spell check, you can run a check by going to the
Review tab and clicking the Spelling command.

 The corrected word will appear in the presentation.

 You can choose to Ignore an underlined word, Add to Dictionary, or go to
the Spelling dialogue box for more options.

Working with Theme

A theme is a predefined combination of colours, fonts, and
effects that can be applied to the presentation. PowerPoint
has some built-in themes which allow you to easily create
professional looking presentations formatting. You can
modify themes by combining the colours, fonts, and effects
from different themes and you can customize them even
further by creating your own sets of colours and fonts. Here
we will learn to modify theme colours, theme fonts, and
theme effects, as well as apply a background style.

Modifying themes

To change theme colours

 Click on the Design tab then click on Theme Colours
command from themes group

 A drop-down menu will appear.

 Place the mouse over the different sets of theme colours to
see a preview.

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 Select the set of theme colours you want, or select Create New Theme Colours to
customize each colour individually.
To create new theme colours
 From the Design tab, click on the Theme Colours command on theme group.
 A drop-down menu will appear.
 Select Create New Theme colours.
 The dialogue box will show the twelve current theme colours.
To edit a colour, click the drop-down arrow and select a different colour. To choose the
exact colour you want, you may need to click More Colours.

Scan Here

For video tutorials

 In the Name field, type the desired name for the theme colours, then click Save.
 The presentation will update to show the new theme colours.

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To change theme fonts
 From the Design tab, click the Theme Fonts command. A drop-down menu
will appear.
 Place the mouse over different sets of theme fonts to see a live preview.

 Select the set of theme fonts that you want
or
 Select Create New Theme Fonts to customize each font individually.
To create new theme fonts
 From the Design tab, click the Theme Fonts
command.
 A drop-down menu will appear.
 Select Create New Theme Fonts.
The dialogue box will show the two theme fonts.
 To change the fonts, click the drop-down
arrows and select the desired fonts.

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 In the Name field, type the desired name for the theme fonts, then click Save.
 The presentation will update to show the new theme fonts.
To change theme effects
 From the Design tab, click on the Theme Effects command.
 A drop-down menu will appear.
 Move the mouse over different sets of theme effects to see a preview.

 Select the set of theme affects that you want.
To save a theme
 From the Design tab, click the Themes command. A drop-down menu will appear.
 Select Save Current Theme.

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 Type a file name for your theme, then click Save.

Quick Learn

 PowerPoint is the slide show presentation program developed by Microsoft
Company.
 Slides are the page of PowerPoint.
 PowerPoint is available for multimedia work, presentations, advertisement
design etc.
 We can use multimedia data like Graph, Pictures, Animation, etc. on the Power
Point presentation.
 Slide layout is application for changing the slide design sample.
 A theme is predefined combination of colours, fonts and effects that can be applied
to the presentation.
 You can change the theme font from design tab.

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Background Style

To apply a background style
 From the Design tab, click the Background Styles command in background
group.
 Select the desired style.
 The new background will appear in the slides.

If you want more control over the background, you can select Format Background from
the menu.

Quick Learn

 We have to use Slide sorter option to view multiple pages or slides on Power
Point application.
 Design template gives different types of design sample to apply on slide.
 We can insert picture, table and other drawing samples on Power Point slide.
 You can change the background colour and texture by choosing a different
background style.
 Master slide is the main slide of PowerPoint that controls all working slides.

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Working with Chart

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

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Identifying the parts of a chart

Scan Here

For video tutorials

The Vertical Axis (Gross Earning)

The vertical axis is known as y axis. It is the vertical part of the chart. In the above chart,
a column chart, the vertical axis measures the height or value of the columns, so it is also
called the value axis.

Data Series

The data series consists of the related data points in a chart. If there are multiple data
series in the chart, each will have a different colour or style. Pie charts can only have one
data series.

Legend

The legend identifies which data series each colour on the chart represents. In the above
table, the legend allows viewers to identify subject name in the chart.

Horizontal Axis

The horizontal axis is also known as the x axis. It is the horizontal part of the chart .In the
above chart, the horizontal axis identifies the name of the students. It is also called the
category axis. In a bar chart, the vertical axis will be the category axis.

Inserting charts

PowerPoint uses an Excel worksheet as a placeholder for entering chart data. Therefore,
when you insert or edit a chart in PowerPoint, an Excel window will automatically open.

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To insert a chart
 Select the Insert tab.
 Click the Chart command in the Illustrations Group.
 The Insert Chart dialogue box will appear.

 Select a category from the left pane of the dialogue box, and review the charts that
appear in the center.
 Select the desired chart.
 Click on the OK button.
 An Excel window will open with a placeholder for your data.

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To enter chart data
The data that appears in the Excel is placeholder source data that you will replace with
your own information. The Excel source data is used to create the PowerPoint chart.

 Enter your data into the Excel spreadsheet.

 If necessary, click and drag the lower-right corner of the blue line to increase
or decrease the data range for rows and columns.
 Only the data enclosed by the blue lines will appear in the chart.
 Close the Excel without saving then, the chart will update to your slide.

Note: You can edit the chart data at any time by selecting your chart and clicking the
Edit Data command in the data group on the Chart Tools Design tab.

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Copying and pasting existing Excel data

If you already have an excel worksheet with data you want to use for a PowerPoint chart,
you can transfer the data by copying and pasting it. For this you can just press Ctrl + C to
copy and Ctrl + V to paste on you desired location.

Importing a chart from Excel

If you have already created a chart in Excel, you can import and link it to your PowerPoint
presentation. When you insert an Excel chart in PowerPoint, any updates you make to the
original Excel chart will automatically update in your PowerPoint presentation, as long as
the files remain in the same location.
 Click the Insert tab, and locate the mouse on Text group.

 Click the Object command. A dial ogue box will appear.
 In the dialogue box, click on create from file button.
 Click Browse.

 Find and select the desired excel chart, then click OK.
 Click the Link check box if you want to link the data to the Excel chart.
 Now, it will update itself when changes are made to the Excel chart.

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 Click on OK button.
 The chart will now appear in your PowerPoint presentation.

Note: To edit an imported chart, double-click it to open the excel placeholder. After you
have finished editing, to save the sheet.

Modifying charts with chart tools

There are many ways to customize and organize your charts. You can change the chart
type, rearrange the data of chart and change the layout and style.

To change the chart type
 From the Design tab, click the Change Chart Type
command. A dialogue box will appear.
 Select the desired chart type.

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 Click on OK button.
 The chart will update in the slide.
To change the chart layout
 Select the Chart Tools Design tab.
 Click the More drop-down arrow in the Chart Layouts group to see all of the
available layouts.

 Select the desired layout.

 The chart will update to reflect the new layout.

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Note: Some layouts include things like chart titles and legend labels. To change them,
place the insertion point in the text and start typing.
To change the chart style:
 Select the Chart Tools Design tab.

 Click on the More drop-down arrow in the Chart Styles group to see all of the
available styles.
 Select the desired style.

 The chart will update to reflect the new style.

Working with Table

Tables are another tool that you can use to display information in PowerPoint. A table is
a grid of cells arranged in rows and columns. Tables can be customized and are useful for
various tasks such as presenting text information and numerical data.

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