Class VI

Ms PowerPoint
Ms Word
Ms Excel
Scratch
Term 1
By:
Computer Department
DPS - Bopal
 Chapter 1:: Introduction to PowerPoint

Introduction
PowerPoint is the most popular presentation program which allows users to create, edit and
show beautiful presentations with the help of slides.
There are various circumstances in which a presentation is made: teaching a class, introducing a
product to sell, explaining an organizational structure, etc.

A presentation is a structured delivery of information. It consists of number of pages called

slides. The slides are grouped together in a sequence to form a slide show.
PowerPoint Basic Commands

Creating a Presentation
Click the Microsoft Office Button ,Click on Microsoft Powerpoint 2010 or 2016.
Click the File tab .
Select New option .
Now click the Blank Presentation .Ms Powerpoint will open a blank presentation titled
Presentation1.
Add a new slide to the Presentation click on New Slide option in Home Tab or press CTRL+M.

Saving a Presentation
1. Click the File Tab , point to Save As, In the Save As dialog box, in the Save in list,
select the folder or other location where you want to save your presentation.
2. In the File name box, type a name for your presentation and then click Save.
From now on, you can press CTRL+S or click Save on the top of the screen to save your
presentation quickly at any time.

Different types of Views in a Presentation.

The views in Microsoft Office PowerPoint that you can use to edit, print, and deliver your
presentation are:

Normal view
Slide Sorter view
Notes Page view
Outline view
Reading view
Master views: Slide, Handout, and Notes
On the View tab, in the Presentations Views and Master Views group, all views are
available on an easy-accessible bar at the bottom of the PowerPoint Window where the main
views (Normal, Slide Sorter, Reading and Slide Show) are available.

Views in PowerPoint that can help you to create a professional presentation.

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 Normal view
Normal view is the main editing view, where you write and design your presentations.
Normal view has four working areas.

Outline tab
This is a great place to start writing your content — to capture your ideas, plan how you
want to present them, and move slides and text around. The Outline tab shows your slide
text in outline form.

Slide Sorter view

Slide Sorter view provides you with a view of your slides in thumbnail form. This view
makes it easy for you to sort and organize the sequence of your slides as you create your
presentation, and then also as you prepare your presentation for printing.

Notes Page view

The Notes pane is located just below the Slide pane. You can type notes that apply to the
current slide. Later, you can print your notes and refer to them when you give your
presentation.

When you want to view and work with your notes in full page format, on the View tab,
in the Presentation Views group, click Notes Page.

Easy Accessible Bar

Slide Layout

Slide Layout is the method of arrangement of different elements on the slide. Slide layouts
define containers, positioning, and formatting for all of the content that appears on a slide.
Placeholders are the containers in layouts that hold such content as text (including body text,
bulleted lists, and titles), tables, charts, SmartArt graphics, movies, sounds, pictures, and clip art
.And a layout contains the theme (colors, fonts, effects, and the background) of a slide as well.

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PowerPoint includes nine built-in slide layouts, or you can create custom layouts that meet your
specific needs, and you can share them with other people who create presentations by using
PowerPoint.

Adding Pre-Defined Designs to your presentation

Add Background Style to your presentation

A background style is a background fill made up of different combinations of theme

colors. When you change a presentation theme, the background styles change to reflect
the new theme colors and backgrounds.

Background styles are displayed in thumbnails in the Background Styles gallery. When you
place your pointer over a background style thumbnail, you can preview how the background
style will affect your presentation. If you like the background style, you can then click to apply it.
Color can also be changed.

Customize a background style for your presentation

1. Click the slide or slides that you want to add a background style to.
2. To select multiple slides, click the first slide, and then press and hold CTRL while
you click the other slides.
3. On the Design tab, in the Background group, click the arrow next to Background
Styles.
4. Click Format Background, and then choose the options that you want.

Cut, Copy, Paste

In the Home tab click on Cut, Paste or Copy Paste or Short cut Key CTRL+X(Cut ),
CTRL+C(Copy),CTRL+V(Paste)

Formatting a slide

Select the text that you want to format.

Bold
On the Home tab, in the Font group, click Bold.
Shortcut key CTRL + B

Italic
On the Home tab, in the Font group, click Italic.
Shortcut key CTRL + I
Underline
On the Home tab, in the Font group, click Underline.
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 Shortcut key CTRL + U.

Format Painter can be used to copy formatting from one place and apply it to another.

Inserting Objects in a slides

Different Objects like Table, Picture, Clip Art, Shapes, Smart Art, Text Box, Word Art etc. can be
included in a slide from the Insert Tab.

Inserting Tables
Inserting Tables in PowerPoint is similar like Word. The easiest way to insert a table in a slide is
to click on Insert Tab, from the tables group click on table select the number of rows and
columns. It will insert a table in current slide you are working.
You can also draw a table as you are drawing on paper.
Another way to insert a table is using Slide layout that provides placeholders to include table.
Click on Insert Table and select number of rows and columns and click on OK button.

Inserting Diagram or Organization Chart

Microsoft PowerPoint provides wonderful feature to create different types of diagrams and
organization charts like Pyramid, Process etc. It is used to show relationships, connections and
link with one another. There are various ways to include diagrams and organization chart in a
slide like:
1. Choose Slide layout and click on Insert Smart Art Graphic.
2. Another way to insert a Smart Art Graphic is to click on the Insert Tab and from the
Illustrations group select Smart Art option.

Inserting organization chart or diagram using option 1 and 2 from above will display a Diagram
Gallery to choose from as shown below:

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Select the required diagram or organization chart to illustrate relationships.
Choosing the desired option and clicking on OK will insert the option in a slide and open an
Smart Art Tools toolbar as shown below:

Click to add text at different levels.

Inserting Charts
Microsoft PowerPoint provides another feature to enhance your presentation using Charts.
Charts are used to show the comparison of numbers/digits in a graphical format. To insert a
chart use any of the option given below:

1. Choose Insert  Chart option.

2. OR choose Slide layout and click on Insert Chart.
It opens the Insert Chart dialog box, select the type of chart you want and click on OK.

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Inserting Header and Footer

-Click on Header and Footer option in the Insert tab.

Date and Time Slide number, Footer can be inserted in a slide.

Date & Time , Slide No can also be included from the Insert Tab.

Inserting video and audio in a presentation

Audio and Video can be inserted by selecting audio and video option in the media group in
the insert tab.

Exercise

Q1.Fill in the blanks:

1. The extension of a file created in PowerPoint 2010 is___________.

2._______view is the main editing view.
3.____________ is located just below the slide pane.
4.Audio and video can be inserted from the_______ group.
5.___________ is a software product used to design computer-based presentations.
6.___________is used to select a colour of pen for highlighting or marking important points
while slide show.
7.PowerPoint presentations consist of a number of individual pages called ____________.
8. Microsoft Office PowerPoint includes__________ built-in slide layouts.
9.___________ are used to represent the data in graphical manner.
10.Header Footer option is present in ________tab.

Q2.Answer the following questions in brief.

1.Name the different views in PowerPoint?
2.What is the use of slide sorter view?
3.What is the use of Organization chart?
4.What is Powerpoint?
5.What is Normal view?

*****************************************************************************
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 Chapter 2:: Enhancing a Presentation

Create Photo Album

PowerPoint provides superb feature to create our own photo album and view as a slide show.
To create a photo album follow the given steps:
1. Choose Insert  New Photo Album.
2. Insert Picture from: Provides options to insert the photos from different locations.
Scanner/Camera… Will insert pictures from scanner/camera if it is attached to your
computer. File/Disk… option is used to insert photos from hard drive.

3. Choose the location/folder from which you want to insert the photos. Select the
pictures and click on Insert button. You can also choose the pictures from different
locations.

--
4. Using Up & Down arrow you can arrange pictures and Remove button will remove the
picture from the list.
5. Album Layout is used for displaying a picture onscreen in different views.
a. Picture layout provides options to display only picture, picture with title, 2
pictures, 4 pictures etc.
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 b. Frame Shape gives various shapes of frame in which picture can be displayed.
c. Theme is used to choose a template background for the photo album.

6. Click on Create to create a photo album. It opens a new presentation.

To make any changes in a created photo album choose Edit Photo Album. Make the
required changes and click on Update. For example, instead of two photos on one slide,
below example has changed to title with four photos.

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 Print the slides

To set your printing options (including number of copies, printer, slides to print, number of
slides per page, color options, and more) and then print your slides, do the following:

1. Click the File tab.

2. Click Print, and then under Print Settings, in the Copies box, enter the number of copies
that you want to print.

3. Under Printer, select the printer that you want to use.

TIP If you want to print in color, be sure to select a color printer.

4. Under Settings, do one of the following:

 To print all slides, click Print All Slides.

 To print one or more slides that you selected, click Print Selection.

TIP To select multiple slides to print, click the File tab, and then in Normal view, in
the left-hand pane that contains the Outline and Slides tabs, click the Slides tab, and
then press and hold CTRL while you select the slides that you want.

 To print only the slide that is currently displayed, click Current Slide.

 To print specific slides by number, click Custom Range of Slides, and then enter a list
of individual slides, a range, or both. Use commas to separate the numbers and no
spaces, for example, 1,3,5-12.

Grayscale This option prints images that contain variations of gray tones between
black and white. Background fills are printed as white, so that the text will be more
legible. (Sometimes grayscale appears the same as Pure Black and White.)

 Pure Black and White This option prints the handout without gray fills.

5. To include or change headers and footers, click the Edit Header and Footer link, and then
make your selections in the Header and Footer dialog box that appears.

6. Click Print.

Transitions

Slide transitions are motion effects that occur in Slide Show view when you move from one slide
to the next during a presentation. You can control the speed, add sound, and even customize the
properties of transition effects.
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To apply a transition to slides:
Choose the Transitions Tab .

Click the More button in the Transition to this Slide group. A menu of transitions appears.

Slide Show can be automatic or manual by selecting the desired option from Advance slide.

Add sound to slide transitions sound

1. On the left side of the slide window, in the pane that contains the Outline and Slides tabs,
click the Slides tab, and then select the slide thumbnails that you want to add a sound to.
2. On the Transitions tab, in the Timing group, click the arrow next to Sound, and then
do one of the following:
3. To add a sound from the list, select the sound that you want.
4. To add a sound not found on the list, select Other Sound, locate the sound file that you
want to add, and then click OK.
5. To add sound to a different slide transition, repeat steps 2 and 3.

Adding Animation to the presentation

You can animate (Animate: To add a special visual or sound effect to text or an object. 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.) the text, pictures, shapes, tables, SmartArt
graphics, and other objects in your Microsoft PowerPoint 2010 presentation to give them visual
effects, including entrances, exits, changes in size or color, and even movement.

Animation is a great way to focus on important points, to control the flow of information, and to
increase viewer interest in your presentation. You can apply animation effects to text or objects
on individual slides, to text and objects on the slide master (slide master: The main slide that

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 stores information about the theme and layouts of a presentation, including the background,
color, fonts, effects, placeholder sizes, and positions.), or to placeholders on custom slide
layouts (layout: The arrangement of elements, such as title and subtitle text, lists, pictures,
tables, charts, shapes, and movies, on a slide.).

There are four different kinds of animation effects in PowerPoint:

Entrance effects. For example, you can make an object fade gradually into focus, fly onto the
slide from an edge, or bounce into view.

Exit effects. These effects include making an object fly off of the slide, disappear from view, or
spiral off of the slide.

Emphasis effects. Examples of these effects include making an object shrink or grow in size,
change color, or spin on its center.

Motion Paths (motion path: The path that a specified object or text will follow as part of an
animation sequence for a slide.). You can use these effects to make an object move up or down,
left or right, or in a star or circular pattern (among other effects).

You can use any animation by itself or combine multiple effects together. For instance, you can
make a line of text fly in from the left while it grows in size by applying a Fly In entrance effect
and a Grow/Shrink emphasis effect to it.

Add animation to an object

To add an animation effect to an object, do the following:

1. Select the object that you want to animate.

2. On the Animations tab, in the Animation group, click the More button, and then select
the animation effect that you want.

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Hyperlinks

In PowerPoint, a hyperlink can be a connection from one slide to another slide in the same
presentation or to a slide in another presentation, an e-mail address, a Web page, or a file.

You can create a hyperlink from text or from an object, such as a picture, graph, shape, or
WordArt.

-Hyperlink placed in the same file to some other slide.

-Hyperlink to an existing file or webpage.

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Action buttons

Action buttons are built-in button shapes that you can add to your presentation and then assign
an action to occur upon the click of a mouse or when someone mousesover the button. You can
also assign actions to clip art, pictures, or the text in a SmartArt graphic. The idea is that when
you deliver your presentation, you can click or mouse-over an action button to:

 Go to the next slide, the previous slide, the first slide, the last slide, the most recent
slide viewed, a specific slide number that you specify a different Microsoft Office
PowerPoint presentation, or a Web page.

Some examples of built-in action button shapes that you can find in the Shapes gallery include
right and left arrows and commonly understood symbols for going to next, previous, first, and
last slides and for playing movies or sounds, and more.

Add an action button and assign an action

1. On the Insert tab, in the Illustrations group, click Shapes, and then under Action Buttons,
click the button that you want to add.
2. Click a location on the slide, and then drag to draw the shape for the button.
3. In the Action Settings dialog box, do one of the following:
4. To choose the behavior of the action button when you click it in Slide Show view, click
the Mouse Click tab.
5. To choose the behavior of the action button when you move the pointer over it in Slide
Show view, click the Mouse Over tab.
6. To use the shape without a corresponding action, click None.
7. To create a hyperlink, click Hyperlink to, and then select the destination (for example,
the next slide, the previous slide, the last slide, or another PowerPoint presentation)
that you want the hyperlink action to go to.
8. To play a sound, select the Play sound check box, and then select the sound that you
want to play.
9. Click OK.

To link to a file created by another program, such as a Microsoft Office Word or Microsoft
Office Excel file, in the Hyperlink to list, click Other File.

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Hide or show a slide

If there is a slide that you need in your presentation, but you do not want it to appear in the
slide show, you can hide the slide. This is particularly is useful when you have added slides to a
presentation that provide different levels of detail on the subject matter, perhaps for different
audiences. You can mark these slides as hidden so that they are not displayed in your main slide
show, but you can still access them if you need to.
1. In the pane that contains the slide in the thumbnail form. Do one of the following:
To hide a slide, right-click the slide that you want to hide, and then click Hide Slide.
To show a slide that you have previously hidden, right-click the slide that you want to show,
and then click Hide Slide.

Custom shows
Custom Slide Shows, as indicated by their name itself, are Slide Shows customized by the
user. The purpose of creating a Custom Slide Show is to display only selected slides from
your presentation, without deleting the slides you do not want to show.
Create a basic custom show
1. On the Slide Show tab, in the Start Slide Show group, click the arrow next to Custom Slide
Show, and then click Custom Shows.
2. In the Custom Shows dialog box, click New.
3. Under Slides in presentation, click the slides that you want to include in the custom show,
and then click Add.
To select multiple sequential slides, click the first slide, and then hold down SHIFT while
you click the last slide that you want to select. To select multiple nonsequential slides,
hold down CTRL while you click each slide that you want to select.
4. To change the order in which slides appear, under Slides in custom show, click a slide, and
then click one of the arrows to move the slide up or down in the list.
5. Type a name in the Slide show name box, and then click OK. To create additional custom
shows with any slides in your presentation, repeat steps 1 through 5.
6.To preview a custom show, click the name of the show in the Custom Shows dialog box, and
then click Show.

Slide Show

Understanding the Slide Shows

A slide show is a series of slides displayed on a computer screen or a projector. In a slide show, a
slide is a single screen of information in the form of text, charts and images.

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 1. Select the Slide Show tab.
2. Click the From Beginning command in the Start Slide Show group to start the slide
show with the first slide.

You can also start the slide show from the slide you prefer by selecting the slide and clicking on
From Current Slide from the Start Slide Show group. This option is convenient if you only want
to view or present certain slides.

Another option for starting the slide show is to select Slide Show view at the bottom of the
window.

To stop or end a slide show:

To end a slide show, hover and select the menu box options command and click End Show.
You can also press the Esc key at the top left of your keyboard to end the show.

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Set up Slide show
Select Slide Show  Set Up Show…. Which displays Set Up Show dialog box.

The Set Up Show dialog box has settings that determine what happens when you go into Slide
Show view and deliver your presentation. You can use these settings for many purposes.

The show type is the type of window that PowerPoint uses when you go into Slide Show
view. There are 3 types:

1. PowerPoint provides three different types in which you can view the presentation.
a. Presented by a speaker (full screen): Shows the presentation in full screen
with manual controls.
b. Browsed by an individual (window): You can view the presentation in
window and also can print and copy the slides.
c. Browsed at a kiosk(full screen): Works automatically. You cannot edit the
presentation if the timings are not given.
2. Show options category displays the options to run the presentation.
a. Loop continuously until ‘Esc’: Runs presentation endlessly. After last slide, it
will run again first slide and go on till you press ‘Esc’ key from the keyboard.
b. Show without narration: Runs the presentation without narration.
c. Show without animation: Runs the presentation without any effects.
3. Pen Color is used to select a colour of pen for highlighting or marking important points
*while slide show.
4. Show slides provide option to display all slides or number of slides between from and
to.
5. In Advance slides, choosing Manually helps to change the slides manually and Using
timings, if present changes the slide as per the timings given to a slide.
6. Checking Show Presenter View will show the presentation on more than one monitor.

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 Rehearse Timing
Rehearse Timing is a feature that can control the time of the presentation accurately.
The amount of time you can spend on each slide is recorded and you can save those
timings to run the show automatically in future.

Create a self-running presentation

By using a self-running presentation, you can communicate your information without a

presenter. For example, you can set up a presentation to run unattended in a booth or kiosk at a
trade show or convention, or you can send a CD with a self-running presentation to a client.

.On the Slide Show tab, in the Set Up group, click Rehearse Timings.

1. The Rehearsal toolbar appears, and the Slide Time box begins timing the presentation.

The Rehearsal toolbar

Next (advance to next slide)
Pause
Slide Time
Repeat
Total time for presentation
 While timing your presentation, do one or more of the following on the Rehearsal
toolbar:
 To move to the next slide, click Next.
 To temporarily stop recording the time, click Pause.
 To restart recording the time after pausing, click Pause.

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  To set an exact length of time for a slide to appear, type the length of time in the Slide
Time box.
 To restart recording the time for the current slide, click Repeat.
 After you set the time for the last slide, a message box displays the total time for the
presentation and prompts you to do one of the following:
 To keep the recorded slide timings, click Yes.
 To discard the recorded slide timings, click No.
 Slide Sorter view displays the time of each slide in your presentation.

Slide Master

A slide master is the top slide in a hierarchy of slides that stores information about the theme
and slide layouts of a presentation, including the background, color, fonts, effects, placeholder
sizes, and positioning.

Every presentation contains at least one slide master. The key benefit to modifying and using
slide masters is that you can make universal style changes to every slide in your presentation,
including ones added later to the presentation. When you use a slide master, you save time
because you don't have to type the same information on more than one slide. The slide master
especially comes in handy when you have extremely long presentations with lots of slides.
Because slide masters affect the look of your entire presentation, when you create and edit a
slide master or corresponding layouts, you work in Slide Master View.

A slide master in Slide Master view

Slide layouts associated with the slide master

When you modify one or more of the layouts beneath a slide master, you are essentially
modifying the slide master. Each slide layout, is set up differently, yet all layouts that are
associated with a given slide master contain the same theme (color scheme, fonts, and effects).

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When you go to Slide Master view, you'll see that there are several default layouts associated
with any given slide master. Most likely, you will not use all of the layouts provided. You choose
from the available layouts, the ones that work best to display your information.

Exercise
Q1.Fill in the blanks
1. .___________is used to create digital photo gallery.
2. A ________ is a top slide in a hierarchy of slides that stores information about the theme
and slide layouts of a presentation.
3. __________ control how objects move onto, off and around your slides.
4. By using a self-running presentation, you can communicate your information without
a_________.
5. ____________ determine how your presentations move from one slide to the next.
6. ________ define containers, positioning, and formatting for all of the content that appears
on a slide.
7. ____________are the containers in layouts that hold the different types of content

Q2.Answer the following questions in brief.

1.What are background styles in a presentation?

2.How to print the specific slide numbers ?
3.What is a slide master?
4.What is the use of self running presentation?
5.What is Animation?
7.What is Transition?
8.What are the different types of animations in Powepoint?
9.What are the different views in Powerpoint?

************************************************************************************************

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 Chapter 3:Introduction to Ms Word

Word Processing is the process of creating text documents. It involves creating, editing and
formatting text and adding graphics to the document. A word processor is an application
software which is used for Word processing. It allows you to create letters ,reports, newsletters,
tables ,brochures, web pages etc. Some examples of word processor are Microsoft Word, Word
Prefect, Wordpad. But Microsoft Word is the most popular word processor.

Formatting a Word document

Formatting text means changing the appearance of the text in a document. You can change
appearance of the text by changing font, size, color and style. You must select the text before
formatting it.

Bullets and Numbering

Bullets are symbols that are added just before each paragraph or line of text. Numbered lists
are used where the order of the events is important. You can quickly add bullets or numbers
to existing lines of text, or Word can automatically create lists as you type.
Make a list with just one level, or make a multilevel list to show lists within a list.
Use the default bullet and numbering formats for lists, customize the lists or select other
formats from the Bullet and Numbering libraries.

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Line Spacing

Line spacing determines the amount of vertical space between lines of text in a paragraph.
You can single-space all or part of a document.
Single-space the selected paragraph
1. Select the paragraph that you want to change.
2. On the Home tab, in the Paragraph group, click Line Spacing.

Click the drop-down arrow of line spacing option, you will see the following six options.

 Single
 1.5 lines
 Double
 At least
 Exactly
 Multiple

Paragraph Spacing

Paragraph spacing refers to the space before and after a paragraph. Extra spacing between
paragraph helps to make a document easier to read.

To change paragraph spacing between the paragraphs follow the steps.

1.Put the cursor anywhere in the paragraph.

2. Go to the Home tab and click the drop down arrow of the Line and Paragraph Spacing

button in the paragraph group . It will display list of options.

Select Add space after paragraph option to add space after the paragraph.

Select Add space before paragraph option to add space before the paragraph.

Alignment

Alignment means the positioning of text on a page. The text can be aligned Left,
Center, Right ,Justify.

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 Align the text left,right,center,justify

1. Select the text that you want to align.

2. On the Home tab, in the Paragraph group, click Align Left or Align Right .or
Center .or Justify .

Borders and shading

In Ms Word, borders can add interest and emphasis to various parts of your document. You can
add borders to pages, text, tables and table cells, graphic objects, and pictures.

You can add a border to any or all sides of each page in a document, to pages in a section, to the
first page only, or to all pages except the first. You can add page borders in many line styles and
colors, as well as a variety of graphical borders.

You can set apart text from the rest of a document by adding borders. You can add borders to a
table or individual table cell.

Add a border to a page

1. On the Desgin tab, in the Page Background group, click Page Borders.

 Make sure you are on the Page Border tab in the Borders and Shading dialog box.
 Click one of the border options under Settings.
 To specify that the border appears on a particular side of a page, such as only at the top,
click Custom under Setting. Under Preview, click where you want the border to appear.
 Select the style, color, and width of the border.

By shading words or paragraphs in Microsoft Word you can create visual interest in a
document. The Highlight command offers a more limited color selection, which you can use
when you review or edit a document.

Apply shading to a word or paragraph

Select the word or paragraph that you want to apply shading to.
On the Home tab, in the Paragraph group, click the arrow next to Shading.

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Under Theme Colors, click the color that you want to use to shade your selection.
Note : If you want to use a specific color that is not a theme color, click a color under Standard
Colors or click More Colors to find exactly the color that you want. Standard colors do not
change when you change the theme colors for a document.

Indent paragraphs

Indentation determines the distance of the paragraph from either the left or the right margin.
Within the margins, you can increase or decrease the indentation of a paragraph or group of
paragraphs. You can also create a negative indent (also known as an outdent), which pulls the
paragraph out toward the left margin. You can also create a hanging indent, in which the first
line of the paragraph is not indented, but subsequent lines are.

1.Page margins 2. Indentation

Indent only the first line of a paragraph

1. Click in front of the line that you want to indent.

2. On the Page Layout tab, click the Paragraph Dialog Box Launcher, and then click the
Indents and Spacing tab.

3. In the Special list under Indentation, click First line, and then in the By box, set the
amount of space that you want the first line to be indented.

Indent all but the first line of a paragraph

1. Select the paragraph in which you want to indent all but the first line of the paragraph,
also referred to as a hanging indent.
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 2. On the horizontal ruler, drag the Hanging Indent marker to the position at which you
want the indent to start.

3. If you don't see the horizontal ruler that runs along the top of the document, click the
View Ruler button at the top of the vertical scroll bar.
Or
It can also be done from the indents and Spacing Tab in the paragraph dialog box.

Create a negative indent

1. Select the text or paragraph that you want to extend into the left margin.
2. On the Indents and Spacing tab in the Paragraph dialog box, click the down arrow in the
special and select the option first line.

Find & Replace

You can quickly search for every occurrence of a specific word or phrase and you can
automatically replace a word or phrase with another .
1. On the Home tab, in the Editing group, click Replace.

2. Click the Replace tab.

3. In the Find what box, type the text that you want to search for.
4. In the Replace with box, type the replacement text.
5. Do one of the following:
-To find the next occurrence of the text, click Find Next.
-To replace an occurrence of the text, click Replace. .
-To replace all occurrences of the text, click Replace All.

Format Painter
The format painter lets you copy all of the formatting from one object and apply it to another
one – think of it as copying and pasting for formatting.
-Select the text or graphic that has the formatting that you want to copy.
-On the Home tab, in the Clipboard group, click Format Painter.

The pointer changes to a paintbrush icon.

- Double-click the Format Painter button if you want to change the format of multiple
selections in your document.
-Select the text or graphic that you want to format.
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 -To stop formatting, press ESC.

Insert header and footer in a document

Headers and footers are the pieces of text or pictures that appear at the top and bottom of a
page. You can add title, page numbers or dates to every page in a document using header and
footers.
Insert a predefined header or footer
1. On the Insert tab, in the Header & Footer group, click Header or Footer.

2. Click the header or footer design that you want.

Insert a custom header or footer
1. Click Edit Header or Edit Footer.
2. Type text or insert graphics and other content by using the options in the Insert group
on the Design tab, under the Header & Footer Tools tab.

Insert Equations and Symbols

You can insert mathematical symbols into equations.

On the Insert tab, in the Symbols group, click the arrow next to Equations, and then click Insert
New Equation.

Insert a picture

1. On the Insert tab, in the Illustrations group, click picture.

Compress a picture

Depending on how many colors are used in a picture, you can reduce the color format of
the image (compress) to make its file size smaller. Compressing a picture makes the
color take up fewer bits per pixel, with no loss of quality.
1. Click the picture that you want to compress.
2. Under Picture Tools, on the Format tab, in the Adjust group, click Compress
Pictures icon.

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Crop a picture

Cropping reduces the size of a picture by removing vertical or horizontal edges. Cropping is
often used to hide or trim a part of a picture, either for emphasis or to remove unwanted
portions.

1. Select the picture that you want to crop.

2. Under Picture Tools, on the Format tab, in the Size group, click Crop.

Add a drawing

When you create a drawing in Microsoft Word, you must begin by inserting a drawing canvas.
The drawing canvas helps you arrange and resize the objects in your drawing.
1. Click in your document where you want to create the drawing.
2. On the Insert tab, in the Illustrations group, click Shapes, and then click New Drawing
Canvas.

3. A drawing canvas is inserted into your document.

4. When you insert a drawing canvas, you can do any of the following on the Format tab
under Drawing Tools:
5. Click a shape or shapes to insert into your document.
6. You can also change the shape and add text to it.
7. Apply a style to a shape. In the Shape Styles group, rest your pointer over a style to see
what your shape will look like when you apply that style. Click the style to apply it. Or,
click Shape Fill or Shape Outline and select the options that you want.

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Insert Watermark, Page colours

Watermarks are text or pictures that appear behind document text. You can add text
watermarks, such as Draft or Confidential, to your document. Word provides galleries of ready-
made watermarks, or you can create your own custom watermark, such as a company logo. Or
you can add a background color or picture to your document. You can see watermarks in Print
Layout view and Full Screen Reading view or in a printed document.

To insert a watermark click Watermark in the Page Background group.

Add a background color

In the Page Background group, click Page Color.

Print a document/Screen shot-

Printing a Document
Printing a document in Microsoft Word is very simple. Click the File Tab and then click Print.
Keyboard shortcut to display the Print dialog box, press CTRL+P.

Screenshot

Pressing PRINT SCREEN captures an image of your entire screen, also known as a "screen
shot" or "screen capture", and copies it to the Clipboard in your computer's memory. You can
then paste (CTRL+V) the image into a document, e-mail message, or other file. If you want,
you can print the image from the application that you pasted it into or click on the Insert tab
and from the Illustrations group select Screenshsot Icon.

EXERCISE
Q1.Fill in the blanks

1.Pressing PRINT SCREEN captures an image of your entire screen, also known as ______.
2.The shortcut key to print is___________.
3._________ are text or pictures that appear behind document text.
4.Page Color option is present in ________group.
5.Editing group is present in ___________tab.
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6.____________ determines the distance of the paragraph from either the left or the right margin.
7. Select the______ check box if you want your print job to be kept in the order that you created in
your document when printed.
8.Microsoft word is a ____________.

Q2.Answer the following questions in brief:

1.What do you understand by Indentation?
2.What are Watermarks?
3.What is the use of Format Painter?
4.What is paragraph indent?
Q5.What is a screen shot?

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 Chapter 4: :Advanced Features of Word

Page Setup
Margins

Page margins. A margin is the space between the text and the edge of your document.
Depending on your needs, Word allows you to change your document's margin size.
Mirror margins-When you choose mirror margins, the margins of the left page are a mirror
image of those on the right page. That is, the inside margins are the same width, and the outside
margins are the same width.
Gutter Margin-A gutter margin setting adds extra space to the side margin or top margin of a
document that you plan to bind. A gutter margin helps ensure that text isn't obscured by the
binding.
Change or set page margins

1. On the Page Layout tab, in the Page Setup group, click Margins.

2. Click the margin type that you want. For the most common margin width, click Normal.
3. When you click the margin type that you want, your entire document automatically
changes to the margin type that you have selected.
4. You can also specify your own margin settings. Click Margins, click Custom Margins,
and then in the Top, Bottom, Left, and Right boxes, enter new values for the margins.
5. To change the default margins, click Margins after you select a new margin, and then
click Custom Margins.

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Page Orientation

Page orientation is the direction in which a document is displayed or printed. The two basic
types of page orientation are portrait (vertical) and landscape (horizontal). Most monitors have
a landscape display, while most documents are printed in portrait mode.

Before printing a document, you may be able to change the page orientation by selecting "Page
Setup...". The default orientation is typically portrait, but you can change it to landscape if you
want the width to be longer than the height. This may be useful for printing signs, cards, or
other documents that require a wide display. You can choose either portrait (vertical) or
landscape (horizontal) orientation for all or part of your document

Change the orientation of your entire document

1. In the Page Setup group, click Orientation in Page Layout Tab
2. Click Portrait or Landscape.
Columns
Microsoft Word columns help you to create a better looking document when the text is
organized in form of columns. Columns not only help you to organize text in a newspaper style
format where text runs through a series of narrow columns but they are also useful for step by
step documents and even some reports and brochures.
To add columns to a document:

 On the PageLayout tab, in the Page Setup group, click Columns.

 A drop-down menu will appear.
 Select the number of columns you want to create.
 The text will be formatted into columns.

Spellchecking a Document, Thesaurus, Word Count

You can check spelling and grammar all at once by running the spelling and grammar checker,
or you can check spelling and grammar automatically and make corrections as you work.
Shortcut key for spell check is F7

The built-in Word Thesaurus enables to look up synonyms, antonyms, word substitutes, and
alternative spellings. Word can help you increase your writing abilities and vocabulary when
you use this Microsoft feature as a handy reference.

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 Word count
When you type in a document, Word automatically counts the number of pages and words in
your document and displays them on the status bar at the bottom of the workspace.

Click Here to display the Word Count Dialog box or click on Word
Count button in Proofing group of Review Tab.

Tables

A table is a grid of cells arranged in rows and columns. Tables are useful for various tasks such
as presenting text information and numerical data. In Word, you can create a blank table,
convert text to a table, and apply a variety of styles and formats to existing tables.

Use the Table menu

1. Click where you want to insert a table.

2. On the Insert tab, in the Tables group, click Table, and then, under Insert Table, drag to
select the number of rows and columns that you want.

You can use the Insert Table command to choose the table dimensions and format before you
insert the table into a document.

1. Click where you want to insert a table.

2. On the Insert tab, in the Tables group, click Table, and then click Insert Table.

3. Under Table size, enter the number of columns and rows needed.

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Mail Merge
Mail Merge consists in combining mail and letters and pre-addressed envelopes or mailing
labels for mass mailings from a form letter.
Mail merge feature of Microsoft Word is a powerful tool for writing a personalized letter or E-
Mail to many people at the same time.
Mail merge basically has three different files: main document, data source and merging both the
files - main document and data source.
1. Creating the Main document:
The main document is the file that contains outline into which you include the information
about data source. The outline consists of text that is common to be sent to all the recipients.
The best way to create a Mail merge is to start typing the contents of the main document. First
of all type entire contents that are common to all.
Try this….

Type and Format the main document, in the above example we have kept empty space after To,
for the invitees name and address. This part we will fill in Data Source. To start with the mail
merge follow the given steps:

You can perform a mail merge by using the Mail Merge task pane, which leads you step by step
through the process. To use the task pane, in the Start Mail Merge group on the Mailings tab,
click Start Mail Merge, and then click Step by Step Mail Merge Wizard.

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1. Choose Mailings  Start Mail Merge. Choose Step by step Mail Merge Wizard.. To create
letters, invitations or text related content choose Letters. Click on Next: Starting
document.

2. Step 2 of 6 of mail merge task pane gives the options to select the Main document type.
Clicking Next: Select recipients will goto Step 3 of 6 and clicking on Previous: Select
document type will goto Step 1 of 6.

Use the current document: Choose this option to use main document as a current file in
which you are working.

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 Start from a template: This option is used to choose document template as a main
document.
Start from existing document: This option is used to open already created file as a main
document.

3. Step 3 of 6 provides three options to choose a data source from.

Use an existing list: Opens existing file from your computer for names and addresses of
the recipients.
Select from Outlook contacts: Provides option to select from Outlook contacts folder.
Type a new list: Creates a new data source file.
Creating the Data Source
The data source file contains the information about the recipients like name, address or other
information which is stored in the form of a table in Word.

Choose option Type a new list to create a data source for the first time. Click on Create… It will
open New Address list dialog box to create a data source.

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Word provides built-in fields to create a data source file. To add, remove fields click on
Customize… button.

To delete field names select field and click on Delete button, it will confirm before deleting as
shown below.

Similarly you can add a new field using Add button and arrange the position of field names
using Move Up and Move Down buttons. Rename button is used to rename any field Name like
Address Line 1 can be renamed to Add1.
Choose the field names as per the requirement and enter the data in Enter Address Information.
To add next record click on New Entry.

Clicking on close button will ask you to save data source file. Choose the location to save a data
source file, type a file name and click on Save button.

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You can edit the data of data source file by clicking on Edit recipient list… which will open Mail
Merge Recipients dialog box as shown below:

4. Clicking on Next: Write your letter will open Step 4 of 6 of Mail Merge. Position a cursor
on location where you want to insert field names and Click on More items… from step 4
to open Insert Merge Field dialog box.

Choosing Database Fields radio button, Fields displays the entire field name that you have
selected for your data source file. Insert the field names in Main document using Insert button.
It will look like:

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 5. Clicking on Next: Preview your letters will show the contents in place of field names. To
view next record click on >> and for previous click on <<.

Merging the data

6. To complete the process of mail merge click on Next: Complete the merge option. It
provides two options for merging document.

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Edit individual letters... option will merge main document and data source into new document.
Click on All option from Merge to New Document.

All the records will be merged in a document Letters1.doc as shown below.

EXERCISE
Q1.Fill in the Blanks:
1._________is used to create letters, forms, labels or envelops.
2.___________ is a file in which common data is stored.
3.__________contains data like name, address etc in a tabular form.
4. _________ is a grid of cells arranged in rows and columns.
5.___________is the shortcut key for spell checking a document.
6.__________helps you to organize text in a newspaper style format.
7.There are ________types of orientation.
8. A __________is the space between the text and the edge of your document.
9.Start Mail merge option is present in _______tab.
10.Page setup group is present in___________tab.

Q2.Answer the following questions in brief.

1.What is mail merge?
2.What is the use of columns in Ms Word?
3.How are tables useful in Word?
4.What do you understand by page orientation?
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5.What is gutter margin?
6.What is mirror margin?

********************************************************************************************

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 Chapter 5 : : Exploring Calculation
Introduction to Excel
Excel is an application of Microsoft Office used for entering, manipulating and calculating data.
This data can contain any thing like your saving, report card, salary slip etc. In this chapter we
will see different terms used in excel and how to manipulate rows, columns etc.
Spreadsheet Tool
A spreadsheet tool is a computer program that is used to store, analyze, organize and
manipulate data in rows and columns of a grid. It is an excellent tool to create a budget,
financial forecast etc.
Excel is an electronic spreadsheet program. It is designed to work with information related to
numbers and figures. A cell is used to enter the data which is intersection of a row and a column.
Spreadsheet
A spreadsheet is a document in which information is organized in rows and columns. The
information may be in the form of text or numbers. Spreadsheets are especially useful in
dealing with numeric data.
Workbook
A file in excel is known as Workbook. When you open Excel the first file that appears
onscreen is named Book1 and the extension of a workbook is .XLSX. Each workbook is a
collection of one or more worksheets. By default there are only 3 worksheets open on
the screen.
Worksheet
Worksheet is the page opened on the screen where you work. One worksheet contains
1048576 rows, and 16384 (as label 'XFD') columns. Press Ctrl+Down Arrow , if you want to
know the total no. of rows. Press Ctrl+Right Arrow , if you want to know the total no. of columns.
Worksheets are numbered as Sheet1, Sheet2 by default but you can change their names.
Excel Screen
Working area of Excel provides a table look. Headers with A, B, C… are the columns and 1, 2, 3…
are the rows. An intersection of row and a column is known as a cell. A highlighted cell with
surrounding border is called active cell.
Name box displays the location of active cell.
Formula bar displays the formula .
Working with Worksheets
Worksheet is a part of workbook. We can say it is like a page of a notebook. We can perform
various functions on it like add, delete, rename etc.
Navigating Worksheets
To move in the worksheet that is from one cell to other using keyboard, use tab to move one cell
in right, enter key to move one cell down and arrow keys to as per its direction. Using mouse
click in the cell to make it active, you can also use scroll bars to move in the different areas of
worksheet. Below table shows different navigation keys.

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Home Moves the active cell to column A in the same row.
Ctrl + Home Move the active cell to cell A1.
Ctrl + Arrow key Moves the active cell to the end or beginning of the direction of
arrow.
Page Up Moves the active cell one screen up
Page Down Moves the active cell one screen down
Alt + Page Up Moves the active cell one screen on left
Alt + Page Down Moves the active cell one screen on right

Moving among Worksheets

To move between the different worksheets click on the worksheet tab or either use the arrows
to navigate among the worksheets.

Move to the previous worksheet

Move to the first worksheet Move to the last worksheet

Move the next worksheet

Inserting Worksheet
To add a new worksheet in a workbook or an Excel file, click right mouse button on a worksheet
tab and choose Insert from the popup menu.
Deleting a Worksheet
To delete a current worksheet from a workbook or an Excel file, click right mouse button on a
worksheet tab and choose delete from the popup menu.
Choosing this option will confirm before deleting worksheet, if any data is present in a
worksheet as shown below:

Once the worksheet deleted, Undo command will not work on that.
Renaming a Worksheet
Viewing names Sheet1, Sheet2 … can not give an idea of what data it contains. Worksheet can be
renamed by clicking right mouse button on worksheet tab and choosing Rename option from
the context menu.

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Rearranging a Worksheet
To arrange the worksheet quickly, click on a worksheet tab, drag and drop at a desired location
in a worksheet tab pane. While dragging the worksheet, it will display black inverted triangle to
mark the location where it will be positioned.
Rows
Rows have the header names with 1, 2, 3…to 1048576. Like worksheet there are various
functions that can be performed on row.
Change the height
To adjust the height of a row, click and drag the below boundary of the row header until the
row height you want. To change the height of multiple rows, select the rows from the row
header and drag a boundary of any one selected row. To change the heights of all the rows of a
worksheet, select all the rows by clicking in between cell on row and column header or press
Ctrl + A and adjust the height by dragging any one row boundary.

Using this option you can arrange the height of the rows as per custom size using row height
dialog box. The average row height is 15 font size. To change the height, type the required
height and click on OK button.

Inserting Rows
Inserting row inserts row before the selected row. To insert a row choose Insert  Rows
option. Or click right mouse button on row header, select Insert from the context menu to insert
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a row before the selection. To insert multiple rows select the number of rows to insert and
follow the same steps.
Columns
In one worksheet there are 16384 columns starting from A to XFD. Similarly like row height
even column width can be changed.
Change the width
To change the width of a drag the boundary on the right side of the column heading until you
want its width. The average column width is 8.43 font that can fit in a cell.
Select the columns you want to change, and then drag a boundary to the right of a selected
column heading. To adjust the column width to the maximum width of the data in the columns,
double click the boundary to the right of the column header.
Type the required width and click on OK button.

Inserting Columns
Insert column will insert a column on left of the selected column. To insert a column select
column, click right mouse button on column header and select Insert option from the context
menu.
Range
A range is a group or block of cells in a worksheet that have been selected or highlighted.
When cells have been selected they are surrounded by an outline or border. By default, this
outline or border surrounds only one cell in a worksheet at a time, which is known as the
active cell.

Delete cells, rows, or columns

Select the cells, rows, or columns that you want to delete.
On the Home tab, in the Cells group, do one of the following:
To delete selected cells, click the arrow next to Delete, and then click Delete Cells.
To delete selected rows, click the arrow next to Delete, and then click Delete Sheet Rows.
To delete selected columns, click the arrow next to Delete, and then click Delete Sheet
Columns.

You can right-click a selection of cells, click Delete, and then click the option that you want. You
can also right-click a selection of rows or columns and then click Delete.
If you are deleting a cell or a range of cells, in the Delete dialog box, click Shift cells left, Shift
cells up, Entire row, or Entire column.
If you are deleting rows or columns, other rows or columns automatically shift up or to the left.

Entering Data
To enter data in the active cell, start typing in a cell. As soon as you type in a cell below buttons
are displayed before Address bar.

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 Cancels the command. Basically it works like a “Esc” key from the keyboard.

Enter works exactly like enter key of the keyboard. Once you have completed typing you
can click on Enter button.

In Excel, to label the numbers as text use apostrophe (‘) in front of the number.
Editing Data
Once the data enter in the cell can be edited by various ways. To do so choose any of the given
ways:
1. Press function key F2 after selecting the cell to be edited. Cursor will blink at the end of
the data.
2. Double click cell to edit the data.
3. Click in Formula bar to edit the data.
Formatting Data
Data written in cells can be formatted either by using by using Format Cells dialog box. Excel
provides various formats that can be applied on the numbers and text written in cells.
Tip: Ctrl + 1 is used to open Format – Cells dialog box.
Number Formatting
Number or cell formatting can also be done using Format Cells. Select the range to be formatted.
To format the numbers or cells press Ctrl + 1. It will open Format Cells dialog box.

As Excel works upon a set of values, it provides various number formats for values like
currency, date, time, fraction etc. To write your own number format for the selected cells use
Custom from the category of Number tab.
For example: To add any other currency with the values other than dollar sign, type the
required currency in Type: box of number tab as shown below:

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Alignment
Excel is capable to identify any item as number, text, date, time or formula. By default always the
numbers are aligned on right margin and text of left margin. To align the text with other options
like vertical or 45 degrees towards upper-right direction, use Alignment tab of Format Cells
dialog box.

Text Alignment:
Horizontal: Aligns the text in center, horizontal, fill, justify etc
Vertical: Aligns the text in top, bottom, center.
Orientation:
Aligns the text vertical, degree wise etc.
Text control:
Wrap text: Wraps the contents in entire cell.
Shrink to fit: Reduces the content size of fonts to the selected cell.
Merge cells: Merges two or more cells to one cell.

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Font
Font tab of Format Cells dialog box is used to apply various formatting effect on data of a
worksheet. It provides various options like underline, font color, style, size, superscript,
subscript etc.
Border
Easiest way to apply borders on cells is from Borders tool on Formatting toolbar. To apply
borders in details and with different format choose Border tab from Format Cells dialog box.
Patterns
Patterns are used to give different shading and patterns in the background for the selected cells.
This option is used to make the worksheet more attractive and vibrant.
Note:Alignment can also be changed with the help of the alignment group in Home tab.
Select the cell or range of cells that contains the data that you want to reposition.

Cut, Copy, Paste, Paste Special

You can use the Cut, Copy, and Paste commands in Microsoft Office Excel to move or copy
entire cells or their contents. You can also copy specific contents or attributes from the cells. For
example, you can copy the resulting value of a formula without copying the formula itself, or you
can copy only the formula.
When you move or copy a cell, Excel moves or copies the entire cell, including formulas and
their resulting values, cell formats and comments.

Select the cells that you want to move or copy.

On the Home tab, in the Clipboard group, do one of the following:

To move cells, click Cut .
Keyboard shortcut You can also press CTRL+X.
To copy cells, click Copy .
Keyboard shortcut You can also press CTRL+C.
Select the upper-left cell of the paste area.
On the Home tab, in the Clipboard group, click Paste .
Keyboard shortcut You can also press CTRL+V.

Paste Special

Use the Paste Special dialog box to copy complex items from a Microsoft Office Excel worksheet
and paste them into the same worksheet or another Excel worksheet using only specific
attributes of the copied data, or a mathematical operation that you want to apply to the copied
data. Some of the options in the paste special dialog box are:

All Pastes all cell contents and formatting of the copied data.
Formulas Pastes only the formulas of the copied data as entered in the formula bar.
Values Pastes only the values of the copied data as displayed in the cells.
Formats Pastes only cell formatting of the copied data.

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Format Painter

You can use Format Painter to copy the formatting (such as fills or borders) of shapes or objects,
text, or cells in a Microsoft Office Excel worksheet to a different group of shapes, objects, text, or
cells.
Select the shape, object, text or worksheet cell that has the formatting that you want to copy.
On the Home tab, in the Clipboard group, do one of the following:
To copy the formatting to one other shape, object, cell, or text selection, click Format Painter.
To copy the formatting to multiple shapes, objects, cells, or text selections, double-click Format
Painter. The pointer changes to a paintbrush.

To stop formatting, press ESC.

Types of Data that can be entered in a cell

In Excel the worksheet consists of a grid of columns and rows that form cells. You enter
following types of data in cells:

 Text: These are alphabetic or numeric entries which are not used for calculation
purposes.
 Numbers: These are numeric entries which can be used for calculation. Examples are
whole numbers(e.g. 24,34) and decimals(e.g. 20.5,30.6)

 Date: If you enter a date, such 12/16, Dec 16, or 16 Dec, Excel automatically returns
the value in your default date format You can change the date format by using the
format cells dialog box.

 Formulas: These are the expressions that perform calculations in a worksheet. A

formula can have values( e.g. numbers) operators ( e.g.+, -, *), cell references( e.g. B2:B5)
and functions(Sum,Average)
 Data in series:You can fill a range of cells either with the same value or with a series
of values with the help of Autofill.
Conditional Formatting

Conditional formatting is a feature of Excel which allows you to apply a format to a cell or a
range of cells based on certain criteria.

To highlight cells that are greater than a value, execute the following steps.
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1. Select the range A1:A10.

On the Home tab, click Conditional Formatting, Highlight Cells Rules, Greater Than...

3. Enter the value 80 and select a formatting style.

Click OK.

Result. Excel highlights the cells that are greater than 80.

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Saving a workbook
Saving a workbook is similar as you do in Word and PowerPoint. Click on File  Save, Ctrl + S or
press function key F12 to open a Save As dialog box. Choose the location/folder to save a file,
type a file name and click on Save button. Excel will save a file with the extension .XLSX.
Charts in Excel
You can create a basic chart by clicking the chart type that you want. To create a
professional-looking chart that displays the details that you want, you can modify the chart,
apply predefined styles and layouts.

Charts and their elements

Charts are used to display series of numeric data in a graphical format to make it easier to
understand large quantities of data and the relationship between different series of data.
A chart has many elements. Some of these elements are displayed by default, others can be
added as needed. You can change the display of the chart elements by moving them to other
locations in the chart, resizing them, or by changing the format. You can also remove chart
elements that you do not want to display.

1.The chart area of the chart.

2 The plot area of the chart.
3.The data points of the data series that are plotted in the chart.
4.The horizontal (category) and vertical (value) axis along which the data is plotted in the chart.
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5.The legend of the chart.
6.A chart and axis title that you can use in the chart.
7.A data label that you can use to identify the details of a data point in a data series.
When you click anywhere in the chart area, and then hover the mouse pointer over one of these
elements, Excel displays information about that element in a ScreenTip.

Clicking anywhere in a chart also makes the Chart Tools available, adding the Design, Layout,
and Format tabs.

Create a Chart
To create a line chart, execute the following steps.
1. Select the range A1:D7.
2. On the Insert tab, in the Charts group, choose Line, and select Line with Markers.

Result:

Modifying charts

After you create a chart, you can modify it. For example, you may want to change the way
that axes are displayed, add a chart title, move or hide the legend, or display additional chart
elements.
To modify a chart, you can:

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  Change the display of chart axes You can specify the scale of axes and adjust the
interval between the values or categories that are displayed. To make your chart easier
to read, you can also add tick marks to an axis, and specify the interval at which they
will appear.
 Add titles and data labels to a chart To help clarify the information that appears in
your chart, you can add a chart title, axis titles, and data labels.
 Add a legend or data table You can show or hide a legend or change its location. In
some charts, you can also show a data table that displays the legend keys and the
values that are presented in the chart.
 Apply special options for each chart type Special lines (such as high-low lines and
trendlines), bars (such as up-down bars and error bars), data markers, and other
options are available for different chart types.

Change Chart Type

You can easily change to a different type of chart at any time.
1. Select the chart.
2. On the Insert tab, in the Charts group, select the desired type.

Switch Row/Column

1. Select the chart. The Chart Tools contextual tab activates.

2. On the Design tab, click Switch Row/Column.

Chart Title

To add a chart title, execute the following steps.

1. Select the chart. The Chart Tools contextual tab activates.
2. On the Layout tab, click Chart Title, Above Chart.

3. Enter a title. For example, Population.

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Legend Position

By default, the legend appears to the right of the chart. To move the legend to the bottom of the
chart, execute the following steps.
1. Select the chart. The Chart Tools contextual tab activates.
2. On the Layout tab, click Legend, Select the desired position.

Data Labels

You can use data labels to focus your readers' attention on a single data series or data point.
1. Select the chart. The Chart Tools contextual tab activates.
2. Click an orange bar to select the Jun data series. Click again on an orange bar to select a single
data point.
3. On the Layout tab, click Data Labels, select the desired option.

Adding eye-catching formatting to charts

In addition to applying a predefined chart style, you can easily apply formatting to individual
chart elements such as data markers, the chart area, the plot area, and the numbers and text in
titles and labels to give your chart a custom, eye-catching look. You can apply specific shape
styles and WordArt styles, but you can also format the shapes and text of chart elements
manually.
To add formatting, you can:
 Fill chart elements You can use colors, textures, pictures, and gradient fills to help
draw attention to specific chart elements.
 Change the outline of chart elements You can use colors, line styles, and line
weights to emphasize chart elements.
 Add special effects to chart elements You can apply special effects, such as
shadow, reflection, glow, soft edges, bevel, and 3-D rotation to chart element shapes,
which gives your chart a finished look.
 Format text and numbers You can format text and numbers in titles, labels, and
text boxes on a chart as you would text and numbers on a worksheet. To make text
and numbers stand out, you can even apply WordArt styles.

Page Layout in MS Excel

Page margins are the blank spaces between the worksheet data and the edges of the printed
page. Page margins can be used for some items such as headers, footers, and page numbers.
To better align a worksheet on a printed page, you can use predefined margins, specify
custom margins, or center the worksheet horizontally or vertically on the page.

1. On the Page Layout tab, in the Page Setup group, click Margins.
2. Do one of the following:
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  To use predefined margins, click Normal, Wide, or Narrow.
 To specify custom page margins, click Custom Margins and then, in the Top, Bottom,
Left, and Right boxes, enter the margin sizes that you want.

Orientation

By default, Excel prints worksheets in portrait orientation (taller than wide). You can change the
page orientation to landscape (wider than tall) on a worksheet-by-worksheet basis. If you
always want to print worksheets in landscape orientation,

On the Page Layout tab, in the Page Setup group, click Orientation, and then click Portrait or
Landscape.

Themes

Excel offers themes to change the look of your workbook with the click of a button.

A theme is a quick and easy way to give a professional and modern look to an entire 2007
Microsoft Office system document. A document theme is a set of formatting choices that include
a set of theme colors, a set of theme fonts (including heading and body text fonts), and a set of
theme effects (including lines and fill effects).
The default theme is Office Theme, with a white background and dark, subtle colors. When you
apply a new theme, Office Theme is replaced by a new look.
On the Page Layout tab, in the Themes group, you can select the desired theme.

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 EXERCISE
Q1.Fill in the blanks:

1. By default, Excel prints worksheets in_____________ orientation.

2._______________ is a feature of Excel which allows you to apply a format to a cell or a range of
cells based on certain criteria.
3.______________ is used to open Format – Cells dialog box.
4. Press function key __________for editing the cell contents.
5. A _______ is a group or block of cells in a worksheet that have been selected or
highlighted.
6. Excel is a ___________________program.
7. ___________is a application of Microsoft Office used for entering, manipulating and
calculating data.
8. A file in excel is known as ______________.
9.The extension of an Excel file is___________.
10. ______________ is a part of workbook like a page of notebook

Q2.Answer the following questions in brief:

1.What is the use of theme in Excel?

2. What is a range?
3.What is Format Painter?
4.What is Conditional Formatting?
5.What are the different ways of saving a workbook?

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