INFORMATION TECHNOLOGY

(ICITSS)

COURSE MATERIAL
MODULE – I

Board of Studies
The Institute of Chartered Accountants of India, New Delhi
 The objective of this compilation of background material is to provide uniform reference
material to the students undergoing Information Technology under ICITSS. All attempts
have been made to make the discussion simple and comprehensive.
Students may note that this is intended to help them acquire knowledge and skill in
the subject and gain hands on experience. This is also expected to serve as a source
of reference book in their future education and training. In case students have any
suggestions to make for further improvement of the material contained herein, they
may write to Board of Studies, A-29, Sector-62, and NOIDA.
Queries can also be sent to [email protected]
All care has been taken to provide the material in a manner useful to the students.
However, the material has not been specifically discussed by the Council of the
Institute or any of its Committees and the views expressed herein may not be taken to
necessarilyrepresent the views of the Council or any of its Committees.
All rights reserved. No part of this publication may be reproduced, stored in a
retrieval system, or transmitted, in any forms, or by any means, electronic, mechanical,
photocopying, recording, or otherwise, without prior permission, in writing, from the
Institute.© The Institute of Chartered Accountants of India, January 2009

© The Institute of Chartered Accountants of India

Revised Edition : July, 2017

ISBN : 978-81-8441-037-2

Published by The Publication Department on behalf of The Institute of Chartered

Accountants of India, ICAI Bhawan, Post Box No. 7100, Indraprastha Marg, New
Delhi - 110 002, India.

Designed & Printed at Repro India Limited, 50/2, TTC MIDC Industrial Area, Mahape,
Navi Mumbai 400 710, India.
August / 2011 / 30,000 Copies (Revised)
 Preface
The impact of Information Technology (IT) on several aspects of accounting profession and
practice has been pronounced over the last three decades. The revolutionary developments
of various IT tools and techniques have a far reaching impact on the organizations. The
survival and growth of a dynamic profession such as Chartered accountancy depends, to a
large extent, on adoption of new techniques/methods and equipping the students to face the
emerging challenges in this globalized competitive business environment. The Institute of
Chartered Accountants of India has been making earnest efforts to develop a contemporary
body of knowledge and skill set for its student by updating its curriculum from time to time.
Considering the importance of Information Technology in present era, the Institute has
developed Integrated Course on Information Technology and Soft Skill (ICITSS) consisting
of Information Technology (IT) and Orientation Course (OC) for 4 weeks duration in shaping
Chartered Accountants as complete business managers with an all-round personality.
The objective of ICITSS is to familiarize the students with diversified field of Accountancy
profession, to make them tech- savvy and to develop their communication and presentation
skills and to foster values such as integrity, transparency so as to groom them as professionals
in future.
In order to impart synchronized and uniform theoretical and practical knowledge to all the
aspiring CA students in the IT area, the Institute has established its own IT Labs equipped
with computers of latest configuration, software and other infrastructural facilities at almost
all its Branches and Regional Offices.
The syllabus of Information Technology training has been revised under the new scheme
of education and training.The training components would focus on application software
relevant for accounting and auditing.
In addition, knowledge of Operating Systems Like Windows 7, MS-Office including Word,
Excel, PowerPoint, MS-Access, Computer Assisted Audit Techniques (CAAT) and Accounting
Package are strengthened. Students will also be familiarized with aspects of e-Filing relating
to Income Tax, Service Tax, Company Law and GST etc.
Module-I has been updated to include Computer Fundamentals, Operating Systems, MS-
Word 2010, MS-Excel 2010 and MS-PowerPoint 2010. In MS-Excel 2010, three new chapters
have been added keeping in view the relevance of Excel in the field of accounting.
Module-II has been updated to include new chapter on Computer Assisted Audit Techniques.
However, other topics such as MS-Access 2010, CBS, Accounting Package and E-filing have
been revised keeping in view the present requirements for CA profession.
The Board of Studies has thoroughly revised uniform course material prepared in accordance
with the course contents covered in the specially designed curriculum to disseminate quality
education to its students. The Board of Studies has printed this revised Information Technology
Study Material for distribution to CA students across India and abroad.
We hope that this course material would help the students in building their IT skills which
is a must for all, in the current scenario.
 Contents
Unit 1 : Computer Fundamentals .......................................................................................... 1

Chapter 1 : Computer Concepts...................................................................................... 2

Chapter 2 : Input/Output and Auxiliary Storage Devices ......................................... 22

Unit 2 : Operating Systems ..................................................................................................... 41

Chapter 1 : Introduction to Operating Systems ............................................................ 42

Unit 3 : Office Automation ...................................................................................................... 59

Section A : MS-Word 2010 ....................................................................................................... 60

Chapter 1 : Introduction to MS-Word 2010 ................................................................... 61

Chapter 2 : The Insert Tab................................................................................................ 95

Chapter 3 : Managing Documents ................................................................................. 127

Chapter 4 : Page Formatting, Printing and Mailing .................................................... 152

Section B : MS-Excel 2010 ........................................................................................................ 183

Chapter 1 : Introduction to MS-Excel 2010 .................................................................... 184

Chapter 2 : Cell Referencing, Ranges and Functions .................................................. 200

Chapter 3 : Working with Worksheets, Charts, Macros and

Hyperlinks Creating Charts ........................................................................ 223

Chapter 4 : Consolidation of Data and Data Analysis ................................................. 228

Chapter 5 : Data Validation and Protection .................................................................. 328

Chapter 6 : PivotTables Reports and PivorChart Reports .......................................... 351

Chapter 7 : Importing/Exporting Data.......................................................................... 378

Chapter 8 : Multi Dimensional Analysis of Data ........................................................ 393

Chapter 9 : DashBoard Reporting using Excel ............................................................. 438

Section C : MS-PowerPoint 2010 ........................................................................................... 461

Chapter 1 : MS-PowerPoint 2010..................................................................................... 462

Abbreviations :........................................................................................................................... 537

 Unit - 1
COMPUTER FUNDAMENTALS
 1
C Computer Fundamentals
H
A
COMPUTER CONCEPTS
P
T
E
R

LEARNING OBJECTIVES
 To understand the basic concepts of computer system
 To know the uses of computers in various fields
 To understand the computing process
 To understand the characteristics of computers
 To do the classification of computers
 To discuss various generations of computers
 To understand the various functions of CPU
 To know the concept of Virtual Memory

1.1 COMPUTER
In the simplest definition, a computer is an electronic device - a flexible machine that can manipulate
data. Computer is being used for tasks as adding up the supermarket bill, getting cash at an ATM,
computers are also used by writers, television producers, musicians, poets, graphics illustrators and
scholars of medieval history. A computer is programmable i.e. the computer depends totally on
the program, which the computer is using. (A program is a list of instructions, telling the computer
'what to do.') A computer’s hardware (the machine and its components) is designed to be as flexible
as possible. By using computer programs, called software, one transforms this flexible hardware
into a tool for a specific purpose. No matter which program a computer is using, the machine itself
performs only four basic operations, as shown in Fig. 1.1.1. The most widely accepted definition of
the computer includes the following operations :

2 INFORMATION TECHNOLOGY
 Computer Concepts

CPU Processing Unit Monitor Printer

Data

Fig. 1.1.1: Different Computer Operations

 Input: A computer accepts data that is provided by means of an input device, such as a keyboard.
 Processing: A computer performs operations on the data to transform it in some way.
 Output: A computer produces output on a device, such as a printer or a monitor, that shows
the results of processing operations.
 Storage: A computer stores the results of processing operations for future use.
This definition is often referred to as the IPOS cycle. The four steps of the IPOS cycle-input, processing,
output, storage - do not have to occur in a rigid IPOS sequence. Under the direction of a program, a
computer uses the steps of this process when needed and as often as needed. The use of a personal
computer, a computer designed to meet an individual’s computing needs, illustrates these four
basic computer operations. We use the keyboard for taking the input data. The computer’s internal
circuitry processes the data. We see the results (output) on the computer’s monitor (the TV-like
display) and we can print these results on the printer. We can also store the results on the computer’s
internal disk or on a removable disk. Fig. 1.1.2 depicts this relationship.

Fig. 1.1.2: Relationship between different parts of a Computer

The system unit contains the components with which the computer processes and stores data. The
keyboard and the mouse are input devices. The monitor displays the output. The printer prints
the output.

INFORMATION TECHNOLOGY 3
 Computer Fundamentals
1.2 USES OF COMPUTER
The purpose of the computer is to transform data into information. In this context, data means some
kind of unorganized material that can be entered into the computer - a rough sketch that needs work,
a first draft of an essay that needs revision or polishing, figures from a company’s books, a list of
names and addresses. What results from processing operations is information, i.e. data that has
been made meaningful and useful. This capability to process data can be used in a variety of ways.
People have come up with some very interesting uses.
A psychologist keeps a computer in the counselling room. At the touch of a key, the psychologist
can search through references on a computer disk for information relating to topics that come up
during counselling sessions.

1.3 ELEMENTS OF THE COMPUTING PROCESS

Computers consist of hardware, the physical parts of the computer and software, the programs that
tell the computer 'what to do.' Processing data into information (the computing process) involves
more elements than just hardware and software. All these elements must be organized so that each
works smoothly and efficiently with the others. In the computing process, computers integrate the
use of five key elements which are given as follows:
 Hardware
 Software
 Data
 People
 Procedures
The computing process, in short, includes everything and everyone necessary for the computer to
perform a useful task. The following sections show that ‘how each of these elements works in the
process’.
1.3.1 Hardware
The term hardware refers to the physical parts of the computer. Computer hardware is versatile-but it
does depend on the computer program, we use. The key to the computer’s versatility is memory. One
can think of memory as a temporary workspace. The computer’s processor uses this workspace as a
scratch pad during processing. Many people confuse memory with storage. Memory is temporary.
When we turn off the computer, everything in the memory is lost. Storage is usually permanent.
On most computers, storage also has far greater capacity than memory.
Understanding the distinction between memory and storage is essential. Some programs keep their
output in memory. One must transfer this information to a storage device, such as a disk drive, if
one wants to keep the information permanently. If we switch off the computer without saving this
information (transferring it to storage), the information is lost.
The key to the computer’s precision is the fact that it represents data digitally. Computers use binary
digits, using a base 2 number system rather than a decimal (or base 10) number system. A binary
digit, commonly called a bit, has a value of either 0 (zero) or 1 (one). Eight bits are grouped together
to represent a character - a letter, number or special character. This group is called a byte. Many
people use the terms character and byte to mean the same thing.
People talk about bytes when they talk about the capacity of computer memories and storage
devices. Because one byte can store only one character, these devices must be capable of storing
thousands, millions or even billions of bytes. To describe these large capacities, the terms kilobyte

4 INFORMATION TECHNOLOGY
 Computer Concepts
(KB), megabyte (MB) and gigabyte (GB) are used. A kilobyte equals approximately one thousand
bytes, a megabyte equals approximately one million bytes and a gigabyte equals approximately
one billion bytes. (The actual number of bytes in a megabyte is slightly higher because computer
storage amounts are actually measured in base 2 numbers.)
1.3.2 Software
Software is the set of instructions (also called a program) that guides the hardware through its job.
The following sections explore additional aspects of software.
(a) Programming Languages: Software programs must be written in programming languages.
Programmers i.e. people trained in the use of a programming language, write programs.
(b) System and Application Software Packages: Today’s complex computer programs, such
as Microsoft Word (a word processing program), consist of many separate programs that
are designed to run together. In recognition of this fact, people sometimes speak of software
packages. When we buy Microsoft Word, we are actually buying a software package rather
than a single program. Based on the function of the package, software packages are divided into
two categories: system software and application software. Computer literacy involves; learning
that 'how to use both system software and one or more application programs'. Computers need
system software to function. System software integrates the computer’s hardware components
and provides tools for day-to-day maintenance tasks, such as displaying a list of the files
contained on a disk. MS-DOS, UNIX, Microsoft Windows 98 and System 7 are well-known
examples of system software.
(c) Application software: It turns the computer into a tool for a specific task, such as writing. Not
all application programs will be useful to us. Some application programs are special-purpose
programs, which perform a specific task for a single profession. For example, safety managers
use a program that prints records of occupation-related injuries and illnesses in a format required
by a government health bureau. If we aren’t a safety manager, we would not find this application
program interesting or useful. Other application programs are called general-purpose programs.
People use these programs for a variety of tasks. Commonly used general-purpose programs
include the following:
  Word processing: More than 85 per cent of the personal computers are equipped with a
word processing program, which transforms the computer into a tool for creating, editing,
proofing, printing and storing text. Many of today’s books originated in text typed into
computers-including this one also.
  Desktop publishing: In the past, newsletters and magazines were created through an
expensive, tedious process called layout, in which someone does the job of cut and pasting
photographs, borders and text to create a pleasing design. With the help of the desktop
publishing software in the computer, we can produce attractive results with a little special
training.
  Electronic spreadsheet: Businesses previously worked out budgets and made forecasts
using accountant’s paper and a calculator. Electronic spreadsheet programs enable us to
type the headings and numbers into a computerized version of accountant’s paper, but
with a twist. We can hide formulae within the on-screen 'paper.' These formulae perform
computations on the data. The payoff is that one can change any number and immediately
see the effect of the change. People use electronic spreadsheets for many purposes, not
just business-related ones. For example, a forest ranger uses an electronic spreadsheet to
analyse data concerning endangered animal populations.

INFORMATION TECHNOLOGY 5
 Computer Fundamentals
  Database: A database program creates an electronic version of a card file-and the program
gives us the tools, needed to organize this file (for example, by alphabetizing it) and to
retrieve information. An eighth-grade English teacher, for instance, could create a database
of interesting uses of language - and retrieve examples for use in class discussions.
  Telecommunications software: These software transforms a computer into a terminal,
which can connect to a multiuser computer system by means of the telephone. Commercial
multiuser systems enable us to join discussion groups, exchange mail with other users,
make plane and hotel reservations and obtain free software for our computer.
  Graphics software: Are we going to give a public presentation in our future? If so, we
need to learn 'how to use presentation of Graphics programs to create attractive charts and
graphs that you can share with the audience.'
1.3.3 Data
Computers transform data into information. Data is the raw material; information is
processed data. Data is the input to the processing; information is the output. A useful
model to describe the relationship between data and information is called the systems model. It
shows that data goes into a process and information is then output. Fig. 1.3.1 describes this model.

INPUT PROCESSING OUTPUT

DATA SOFTWARE INFORMATION

INSTRUCTIONS
14
Add 5 numbers REPORT
32
170
85 Divide by 5 The average
16 34 number is 34

23

Data consists of these Software instructs the This information is

5 numbers computer to process presented in a report
the data

Fig. 1.3.1: A System Model

Several characteristics distinguish useful information from data. The purpose of information is to
help people for making well-informed decisions, but what makes information useful? Information
must be relevant, timely, accurate, concise and complete in order to be useful. Data must be accurate
but doesn’t need to be relevant, timely or concise. Table 1.3.1 describes these characteristics.

6 INFORMATION TECHNOLOGY
 Computer Concepts

Characteristics Description
Relevant Information applies to the current situation.
Timely Information is up-to-date and available when it is needed.
Accurate Data given to the computer and the output are correct in every detail.
Concise Information is condensed into a usable length.
Complete All important items are included.
Table 1.3.1: Characteristics of useful information
1.3.4 People
One may be surprised to learn that people are part of the computing process. Some computers, such
as the computer chip that controls an automobile engine, function without human intervention. But
even these computers were designed by people and occasionally require maintenance by people.
Most computers require people, who are called users (or sometimes end users). Some users progress
beyond the basics of computer literacy. They learn the advanced features of application programs.
With this knowledge, these users can customize an application program for a specific task. These
knowledgeable people are called power users.
Computer professionals have taken intermediate and advanced courses about computers. These
people apply their professional training to improve the performance, case of use and efficiency
of computer systems. One kind of computer professional is the programmer, who creates new
computer programs. Excellent career opportunities exist for students interested in becoming
computer professionals.
1.3.5 Procedures
Procedures are the steps that one must follow to accomplish a specific computer-related task. Part
of a user’s computer literacy is, knowing common procedures. We already know several computer
procedures. For example, we have probably used an Automated Teller Machine (ATM). Inside,
the ATM is a computer. In response to the on-screen messages, called prompts, we insert our card,
enter our Personal Identification Number (PIN) and tell the machine how much money we want.

1.4 CHARACTERISTICS OF COMPUTERS

No matter where computers are found or how they are applied, they’re used for input, processing,
output and storage. But computers wouldn’t be worth the trouble without the following
characteristics:
 Computers are fast. Many of today’s computers can perform hundreds of millions of processing
operations in one second.
 Computers are reliable. Today’s computers may run day in and day out for years without
failure.
 Computers are accurate. The computer’s physical processing circuits rarely make errors.
Computers make errors, of course, but there are almost always due to faulty programs or
incorrect data input.
 Computers can store massive amount of information. Today’s personal computers can be
equipped with disks capable of storing more than forty billion characters (letters or numbers).
That capacity is enough to store the complete works of William Shakespeare, an unabridged
English dictionary, a 32-volume encyclopaedia, a world atlas and almanac, dozens of computer

INFORMATION TECHNOLOGY 7
 Computer Fundamentals
programs and all our written work from the third grade through graduate school with room
for more.
 Computers can move information very quickly from one place to another. Using all experimental
connection that may soon play a role in the Information Superhighway, one computer can send
the entire text of the Encyclopaedia Britannica to another linked computer in less than one
second.
A computer-literate person knows that the computer is a tool for creating useful information that
can be printed, communicated to others and stored for future use.

1.5 CLASSIFICATION OF COMPUTERS

The computer puting on the desk in the classroom is a microcomputer. It is a small, powerful piece
of equipment. Even so, the power of the microcomputer is not enough for most large organizations.
The computer industry consists of more than just microcomputers. Any classification of computers
is somewhat arbitrary. Traditionally, computers have been classified by their size, processing speed
and cost. This section explores four commonly used classifications:
1.5.1 Supercomputers
These are the largest, fastest, most powerful and most expensive computers made. Supercomputers
can be accessed by many individuals at the same time. Supercomputers are used primarily for
scientific applications that are mathematically intensive. The aerospace, automotive, chemical,
electronics and petroleum industries use supercomputers extensively. Supercomputers are used
in weather forecasting and seismic analysis. These are found in many public and private research
centers, such as universities and government laboratories. A supercomputer was used to alert
scientists to the impending collision of a comet with Jupiter in 1994, giving them time to prepare
to observe and record the event. The United States Department of Energy recently contracted
with IBM for an 'ultra-supercomputer,' three hundred times faster than any existing machine. The
ultra-supercomputer will simulate nuclear explosions (eliminating the need to detonate any bombs),
model global weather trends and design power plants.
Supercomputers derive much of their speed from the use of multiple processors. Multiprocessing
enables the computers to perform tasks simultaneously-either assigning different tasks to each
processing unit or dividing a complex task among several processing units. The first supercomputer
had four central processing units; the massively parallel processors of today contain hundreds of
processors.
The speed of modern supercomputers is measured in nanoseconds and gigaflops. A nanosecond
is one billionth of a second. A gigaflop is one billion floating-point arithmetic operations per
second. Supercomputers can perform at upto 128 gigaflops and use bus widths of 32 or 64 bits. This
capability makes supercomputers suitable for processor-intensive applications, such as graphics.
Supercomputers are rarely used for input/output-intensive processing, such as accounting or
record-keeping operations.

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 Computer Concepts
1.5.2 Mainframes
For input/output-intensive operations, mainframe computers
are much more suitable than supercomputers. Many modern
mainframes have multiprocessing capabilities; however, these are
generally limited to eight or fewer processors. The processors in
mainframes are slower than those in supercomputers, with speed
measured in megaflops (millions of floating-point arithmetic
operations per second) rather than gigaflops.
A mainframe computer system is usually composed of several
computers in addition to the mainframe or host processor,
as shown in Fig. 1.5.1. The host processor is responsible for
controlling the other processors, all the peripheral devices and
Fig. 1.5.1: Mainframes the mathematics operations. A front-end processor is responsible
for handling communications to and from all the remote
terminals connected to the computer system. Sometimes a backend processor is used to handle
data retrieval operations. Although the host computer could perform all these operations, it can be
used more efficiently if relieved of time-consuming chores that do not require processing speed.
Fig. 1.5.2 depicts this relationship.

Fig. 1.5.2: Relationship between front-end processor, back-end processor and host
Mainframe computer systems are powerful enough to support several hundred users simultaneously
at remote terminals. Terminals can be located near the computer or miles away. Computers can
support hundreds of users by keeping numerous programs in primary memory and rapidly
switching back and forth between programs. Because computers are so much faster than people,
the users never notice that the computer is handling other tasks. This capability to process multiple
programs concurrently for multiple users is known as multiprogramming.
The introduction of the microcomputer and the increased capabilities of minicomputers have resulted
in a decline of sales of mainframe computers. Recently, to booster sales of mainframes, IBM started
producing mainframes based on arrays of microprocessor chips and designed to be servers for giant
databases used on networks of microcomputers.
1.5.3 Minicomputers
The major difference between mainframes and minicomputers is in scale. Minicomputers can perform
the same types of tasks as mainframes, but minicomputers are a little slower. Like mainframes,
minicomputers can accommodate remote users, but not as many. Minicomputers’ input, output and

INFORMATION TECHNOLOGY 9
 Computer Fundamentals
storage devices look like those on mainframes; but minicomputers have slightly less storage and the
printers are slightly slower. The distinctions between these categories of computers are blurring as
time passes. Minicomputers are frequently referred to as mid-range computers.
1.5.4 Workstations and Microcomputers
When we are working on a multi-user computer, such as a mainframe or a minicomputer, we can
control the input and see the output on the display, but we control nothing else. A single-user
computer gives us control over all the phases of computer processing: input, processing, output
and storage. We can select the programs we want to use and we don’t have to compete with other
users to gain access to the system. A single-user system is designed to meet the computing needs of
an individual. Single-user computers fall into two categories: workstations and microcomputers.
(a) Workstations: This is a powerful desktop computer designed to meet the computing needs
of engineers, architects and other professionals who need detailed graphics displays. For
example, workstations are commonly used for Computer-Aided Design (CAD), in which
industrial designers create pictures of technical parts or assemblies. To process these complex
and detailed diagrams, the computer needs much processing power and storage. Workstations
are also frequently used as servers for local area networks.
The workstation has sometimes been called a 'supermicro.' The workstation looks very much
like a desktop microcomputer, but the chips inside make the difference. Most workstations
use Reduced Instruction Set Computer (RISC) microprocessors. Computer designers have
discovered that by eliminating infrequently used pre-programmed instructions, the speed
of the processor can be increased. Many new processor chips, including the DEC Alpha and
the PowerPC, are RISC chips. RISC processors are particularly useful in special-purpose
applications, such as graphics, in which speed is critical. The DEC Alpha chip was the first
microprocessor designed to work with a 64-bit bus.
(b) Microcomputers: The boundary between workstations and personal computers is becoming
less distinct. Today’s best personal computers are more powerful and offer more precise
displays than the workstations of the recent past. The new Pentium Pro microcomputers
have multiprocessing capabilities. In addition, the distinction between workstations and
minicomputers is becoming blurred because of the most powerful workstations. These
workstations can be equipped so that more than one person can use the workstation at once,
in effect making the workstation a minicomputer.
Most microcomputers enable the user to switch between tasks. This capability is known as
multitasking - a single user variation on multiprogramming. Multitasking can be a great timesaver.
Suppose that we are using a word processor to write a test paper and we need to do some
computations on the computer and use the results in the paper. Without multitasking, we would
have to close the test paper file and the word processing application, open the calculator application,
make the computations, write down the results, close the calculator application and reopen the word
processing application and the test paper file. With multitasking, we simply open the calculator
application, make the calculations and switch back to the test paper file. This capability to task-swap
between the paper and the calculator saves time.
People frequently refer to a personal computer as a microcomputer, a computer that uses a
microprocessor for its processing circuitry. The term microcomputer originated in the late 1970s,
when the only computers that used microprocessors were PCs. But today all kinds of computers use
microprocessors. By this definition, most of today’s computers, including some supercomputers,
are microcomputers. But people usually mean PC when they use the term microcomputer.

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 Computer Concepts
1.5.5 Portable Computers
The first portable computers were dubbed 'luggables'
and for good reason. They weighed as much as 28
pounds. Soon, reductions in size created the laptop
computer. As many people discovered to their dismay,
however, 10 pounds can seem like 20 if one must carry a
laptop through a large airport or for any Iong distance.
A picture of Laptop is shown in Fig. 1.5.3.
Portable computing came of age with the creation of
notebook computers, portable computers that are small
enough to fit into an average-sized briefcase. At first,
these computers were underpowered and didn’t offer Fig. 1.5.3: Laptop
adequate storage. Today, new models offer as much
processing power and storage as microcomputers and even some workstations. Notebooks have
become very popular. Some people use notebooks instead of desktop computers.
A docking station gives us the best of both worlds; we can use the notebook as a portable and then
plug it into the docking station to access peripherals, such as printers, as well as full-sized keyboards
and monitors. Subnotebooks sacrifice some storage and
processing capability to bring the total weight down to three
or four pounds.
Palmtop computers, sometimes called picocomputers, offer
reduced size with reduced capabilities. Although some
palmtops are general-purpose, many are special-purpose
personal information managers or PIMs. Special-purpose
palmtops that keep phone directories and calendars and
provide calculator capabilities are known as Personal
Digital Assistants (PDAs), as shown in Fig. 1.5.4. We can
use a PDA to schedule appointments, retrieve frequently
used phone numbers and jot down notes. Most PDAs are
designed to accept written input by a pen; the PDA decodes Fig. 1.5.4: PDA
what we write.
Smart cards look like ordinary credit cards but incorporate a microprocessor and memory chips.
Smart cards were developed and pioneered in France about twenty years ago and are being used
extensively throughout the world. Smart cards are used to pay highway tolls, pay bills and purchase
merchandise. In France, the telecarte has virtually replaced paid telephone booths. The telecarte,
which costs $7.50, is inserted into the phone and the charge for the call is automatically deducted from
the value stored on the card. Smart cards that hold personal medical history for use in an emergency
are currently being tested. A smart card has a microprocessor and a memory chip. In the future, one
may use a smart card to record transactions such as purchases and work hours.

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Fig. 1.5.5: Embedded Computers

1.5.6 Embedded Computers
We may have as many as a dozen computers in our home, as shown in Fig. 1.5.5. These computers
are embedded computers. These are built into special-purpose devices, such as video game
players, microwave ovens, 'smart' Video cassette recorders, wrist-watches, programmable furnace
thermostats and 'smart' alarm clocks. In these devices, the computer is given just one task, such
as getting us out of bed at the right time on Thursday morning. Computers are also embedded in
automobiles, CD players, microwave ovens and many other pieces of equipment.
Many people don’t realize that today’s cars use tiny computers to control the engine. The use of these
computers has helped designers create engines that use less fuel and produce less pollution than
yesterday’s gas guzzlers. The computers described in this unit would be of limited use if we could
not transfer data between them. Using networks or telephones to link supercomputers, mainframes
and minicomputers is commonplace. New ways to transfer data with portable computers are
being developed regularly. Many people think that it is easier to send data around the world using
computers than using the mail.
1.5.7 Tablet PCs
Tablet PCs are mobile PCs that combine features of laptops and
handhelds. Like laptops, they’re powerful and have a built-in
screen. Like handhelds, they allow you to write notes or draw
pictures on the screen, usually with a tablet pen instead of a
stylus. They can also convert your handwriting into typed text.
Some Tablet PCs are “convertibles” with a screen that swivels
and unfolds to reveal a keyboard underneath.
1.6 HISTORICAL PERSPECTIVE Fig. 1.5.6: Tablet PC
Various types of computers are developed from time to time.
Based on their characteristics, scientists divided the development of computers into various
generations, which are given as follows:
 The First Generation (1951 to 1959): The first generation of computers usually dated from 1951 to
1959 - used vacuum tubes. Dates for computer generations are not precise, varying from source
to source. A change in generation has usually been the result of a major hardware innovation.
First generation computers were large and slow and they produced lots of heat. The vacuum
tubes failed frequently, so first generation computers were 'down' (not working) much of the

12 INFORMATION TECHNOLOGY
 Computer Concepts
time. But these caught the public’s imagination. In newspapers and magazines, journalists wrote
of 'electronic brains' that would change the world.
First-generation computers were given instructions in machine language, which is composed
entirely of the numbers 0 and 1. Machine language was designed in this manner because
electronic computers use the binary number system. Since machine language is very difficult
to work with, only a few specialists understood 'how to program these early computers.'
All data and instructions came into the first-generation computers from punched cards.
Secondary storage consisted of magnetic drums. It wasn’t until 1957 that magnetic tape was
introduced as a faster and more convenient secondary storage medium. A single tape could
hold the contents of approximately 1, 100 punched cards (about 21 pages of information).
 The Second Generation (1959 to 1963): First-generation computers were notoriously unreliable,
largely because the vacuum tubes kept burning out. Unlike vacuum tubes, transistors are
small, require very little power and run cool. And these are much more reliable. Because
second-generation computers were created with transistors instead of vacuum tubes, these
computers were faster, smaller and more reliable than first- generation computers. In the
second generation, memory was composed of small magnetic cores strung on wire within the
computer. For secondary storage, magnetic disks were developed, although magnetic tape was
still commonly used.
Second-generation computers were easier to program than first-generation computers. The
reason was the development of high-level languages, which are much easier for people to
understand and work with, as compared to assembly languages. Also, unlike assembly
language, a high-level language is not machine specific; this makes it possible to use the same
program on computers produced by different manufacturers. Second-generation computers
could communicate with each other over telephone lines, transmitting data from one location
to another. Communication was fairly slow, but a new method of exchanging data and ideas
was now available.
These second-generation computers had some problems. The input and output devices were so
slow that the computer itself frequently remained idle, waiting for cards to be read or reports to
be printed. Two different but equally important solutions solved this problem. Although both
projects began during the second generation and used second-generation technology, neither
was completed until well into the third generation.
 The Third Generation (1963 to 1975): As with the first generation of computers, a device that
ended the second generation was invented before the second generation began. Integrated
Circuits (ICs) incorporate many transistors and electronic circuits on a single wafer or chip
of silicon. Integrated circuits are sometimes called chips because of the way they are made.
Integrated circuits are also called semiconductors because they are formed by combining layers
of materials that have varying capacities to conduct electricity. By etching patterns into these
layered materials, the creators can include many transistors and other electronic components
on one very small chip.
Integrated circuit technology is responsible for the computer industry’s technical progress. By the
second generation, scientists knew that more powerful computers could be created by building
more complex circuits. But because the circuits had to be wired by hand, these computers were
too complex and expensive to build. Integrated circuit technology removed this barrier. The
result was a computer that costed no more than first- generation computers but offered more
memory and faster processing.
 The Fourth Generation (1975 to Today): The significance of the microprocessor cannot be
overstated–it has changed the world. The techniques, called Very Large Scale Integration
(VLSI) used to build microprocessors enable chip companies to mass-produce computer
chips that contain hundreds of thousands or even millions, of transistors. Fourth-generation

INFORMATION TECHNOLOGY 13
 Computer Fundamentals
technology is still going strong. Efforts to pack even more transistors on one chip have led to
such developments as Intel’s Pentium Pro microprocessor. It contains 5.5 million transistors -a
far cry from the 2,250 transistors found in the first Intel chip. Many experts believe that further
miniaturization efforts will create billions of transistors on one chip. Although high-level
languages are still used extensively, very high-level languages appeared during the fourth
generation. A very high-level language is really a way of writing instructions for a complex
application program that has a large command set. Most new languages are based on a concept
known as Object-Oriented Programming (OOP), which encourages programmers to reuse
code by maintaining libraries of code segments. Another fourth-generation development is the
spread of high-speed computer networking, which enables computers to communicate and share
data. Within organizations, Local Area Networks (LANs) connect several dozen or even several
hundred computers within a limited geographic area (one building or several buildings near
each other). Wide Area Networks (WANs) provide global connections for today’s computers.
 The Fifth Generation : If there is a fifth generation, it’s slow in coming; after all, the last one
begin in 1975. The dates are arbitrary and we may soon learn that the fifth generation began
in 1990! Major changes are occurring in software as well as hardware. According to the begin
experts, the trademark of the next generation will be Artificial Intelligence (AI). Computers
that use AI will have some attributes associated with human intelligence, such as the capabilities
to decode and respond to natural language (a human language such as English), to reason and
draw inferences and to recognize patterns in sensory input.
The human drive to learn required innovations in equipments. Past inventions made future
innovations possible innovations, from graphics capabilities to parallel processing, have filtered
down from the supercomputers to the mainframes. We can foresee the future of small computers
by watching the developments in the larger machines. Various renovations along with important
points (at a glance) are given in the Table 1.6.1, which is as follows:

Generation Years Circuitry Characterized by

First 1951 to 1959 Vacuum tubes Magnetic drum and magnetic tape;
difficult to program; used machine
language and assembly language
Second 1959 to 1963 Transistors Magnetic cores and magnetic disk, used
high-level languages and were easier to
program
Third 1963 to 1975 Integrated circuit Minicomputer accessible by multiple
users from remote terminals
Fourth 1975 to present VLSI The Personal computer and user-friendly
micro-programs; very fast processor chip
high-level language; Object Oriented
Programming (OOP)
Fifth Present to ULSI, Parallel Handheld PCs, iPad, Biomatrix Devices,
Generation Future Processing, AI, Note book, Ultra book etc. More
Quantum userfriendly interface with multimedia
Computing, features.
Nenotechnology
Table 1.6.1: Generations of Computers

14 INFORMATION TECHNOLOGY
 Computer Concepts
1.7 CENTRAL PROCESSING UNIT (CPU)
In order to work, a computer needs some sort of 'brain' or 'calculator'. At the core of every computer,
there is a device roughly the size of a large postage stamp. This device is known as the Central
Processing Unit (CPU). This is the 'brain' of the computer; it reads and executes program instructions,
performs calculations and makes decisions. The CPU is reponsible for storing and retrieving
information on disks and other media. It also handles information from one part of the computer to
another like a central switching station that directs the flow of traffic throughout the computer system.

0 generation

i8088
1 generation i8086

2 generation i80286

i80386SX
3 generation i80386DX 80486SLC

i80386SX
4 generation i80486DX i80486DX4

AMD Cyrix Cyrix

5 generation Pentium AMD
Pentium K5 6x86 6x86MX
MMX K6-2

Pentium Pentium Celeron AMD VIA

6 generation II Xeon Pentium K6-3 Joshua
Pro III

7 generation AMD Intel "Willamette"

Athlon

AMD
Intel
8 generation Sledgehammer
Itanium

Fig. 1.7.1: Generations of CPU

PC’s are designed around different CPU generations. Intel is not the only company manufacturing
CPU’s, but by far the leading one. Fig 1.7.1 shows the different CPU generations. There are
predominantly Intel chips, but in the 5th generation we see alternatives. There are CPU’s of many
brand names (IBM, Texas, Cyrix, AMD) and often they make models which overlap between two
generations. This can make it difficult to keep track of CPU’s. Here is an attempt to identify the
various CPU’s according to generation, as given in Fig. 1.7.1.
The following Table 1.7.1 helps to understand the differences between the different processors
that Intel has introduced over the years.

INFORMATION TECHNOLOGY 15
 Computer Fundamentals

Name Date Clock Speed Data Width

8080 1974 2 MHz 8 Bits
8088 1979 5 MHz 8 Bit Bus, 16 Bits
80286 1982 6 MHz 16 Bits
80386 1985 16 MHz 32 Bits
80486 1989 25 MHz 32 Bits
Pentium 1993 60 MHz 32 Bits, 64 Bit Bus
Pentium II 1997 233 MHz 32 Bits, 64 Bit Bus
Pentium III 1999 450 MHz 32 Bits, 64 Bit Bus
Pentium 4 2000 1.5 GHz 32 Bits, 64 Bit Bus
Pentium M 2003 2.266 GHz 32 Bits, 64 Bit Bus
Intel Core 2006 2.33 GHz 32 Bits, 64 Bit Bus
Intel Pentium Dual-Core 2007 2.93 GHz 64 Bits
Intel Core 2 2008 3.33 GHz 64 Bits
Intel Core i3 2010 3.4 GHz 64 Bits
Intel Core i5 2011 3.46 GHz 64 Bits
Intel Core i7 2012 & upcoming 3.6 GHz 64 Bits

Table 1.7.1: Different Intel's Processors

1.8 FUNCTIONS OF CPU
The CPU carries out instructions and tells the rest of the computer system 'what to do'. This is done
by the Control Unit of the CPU which sends command signals to the other components of the
system, as shown in Fig. 1.8.1.

16 INFORMATION TECHNOLOGY
 Computer Concepts

Fig. 1.8.1: Components of CPU

 It also performs arithmetic calculations and data manipulation, eg. comparisons, sorting,
combining, etc. This is performed by a part of the CPU known as the Arithmetic Logic Unit.
 It holds data and instructions which are in current use. These are kept in the Main Store or
Memory.
Fig. 1.8.1 shows 'how the whole system works', It shows
the basic components of a generalised CPU. An actual
CPU may have these components or other with different
names that provide the same functions. Control Unit

1.8.1 Control Unit

The control unit directs the entire computer system to
carry out stored program instructions. The control unit
must communicate with both the arithmetic logic unit Program Counter
and main memory. The control unit uses the instruction
contained in the Instruction Register to decide which
circuits need to be activated. Fig. 1.8.2 presents an
structural view of CU.
+1
The control unit co-ordinates the activities of the other
two units as well as all peripheral and auxiliary storage
devices linked to the computer. The control unit instructs
the arithmetic logic unit which arithmetic operations or Fig. 1.8.2: Control Unit
logical operation is to be performed.

INFORMATION TECHNOLOGY 17
 Computer Fundamentals
Specialised electronic circuitry in the control unit is designed to decode program instructions held
in the main memory. Each instruction is read from the memory into the instruction register. The
process of reading an instruction, is often referred to as the fetch-execute process.
1.8.2 Arithmetic Logic Unit
The arithmetic logic unit executes arithmetic and logical
operations. Arithmetic operations include addition,
subtration, multiplication and division. Logical operations
Accumulator
compare numbers, letters and special characters.
Comparison operations test for three conditions:
 equal-to condition in which two values are the same,
 less-than condition in which one value is smaller than
General-Purpose
the other, and
Registers
 greater-than condition in which one value is larger
than the other.
These operations (=, <, >) are used to describe the
comparison operations used by the arithmetic logic unit.
Fig. 1.8.3: ALU
On the other hand, ALU also performs logic functions such
as AND or and NOT. As shown in Fig. 1.8.3, the accumulator is used to accumulate results. It is
the place where the answers from many operations are stored temporarily before being put out to
the computer’s memory. The other general-purpose registers hold data on which operations are
to be performed by the arithmetic logic unit.
1.8.3 Memory Unit
The Memory Unit is the part of the computer that holds data and instructions for processing.
Although it is closely associated with the CPU, but in actual fact, it is seperate. Memory associated
with the CPU is also called primary storage, primary memory, main storage, internal storage and
main memory. When we load software from a floppy disk, hard disk or CD-ROM, it is stored in
the Main Memory.
It’s amazing 'how many different types of electronic memory encounter in daily life.' Many of
them have become an integral part of the vocabulary: RAM, ROM, Cache, Dynamic RAM, Static
RAM, Flash memory, Memory sticks, Volatile memory, Virtual memory, Video memory, BIOS.
We already know that computer has memory. What we may not know, is that most of the electronic
items, we use every day, have some form of memory also. Here are just a few examples of the
many items that use memory : Computers, Cell phones, Personal Digital Assistants (PDAs), Game
consoles, Car radios, VCRs, TVs.
Each of these devices uses different types of memory in different ways.
There are two basic types of computer memory inside the computer, RAM and ROM.
(a) Random Access Memory (RAM): This is really the main store and is the place where the
programs and software we load gets stored. When the Central Processing Unit runs a program,
it fetches the program instructions from the RAM and carries them out. If the Central Processing
Unit needs to store the results of calculations, it can store them in RAM. A sample picture of
the RAM is given is Fig. 1.8.4.
RAM can have instructions READ from it by the CPU and also it can have numbers or other
computer data WRITTEN to it by the CPU. When we switch a computer off, whatever is stored
in the RAM gets erased.

18 INFORMATION TECHNOLOGY
 Computer Concepts

Fig. 1.8.4: RAM

RAM is the best known form of computer memory. RAM is considered 'random access' because
anyone can access any memory cell directly if we know the row and column that intersect at
that cell. The opposite of RAM is Serial Access Memory (SAM). SAM stores data as a series of
memory cells that can only be accessed sequentially (like a cassette tape). If the data is not in
the current location, each memory cell is checked until the needed data is found. SAM works
very well for memory buffers, where the data is normally stored in the order in which it will
be used (a good example is the texture buffer memory on a video card). RAM data, on the
other hand, can be accessed in any order.
(b) Read Only Memory (ROM): The CPU can only fetch or read instructions from Read Only
Memory (or ROM). ROM comes with instructions permanently stored inside and these
instructions cannot be over-written by the computer’s CPU. ROM is used for storing special
sets of instructions which the computer needs when it starts up.
When we switch the computer off, the contents of the ROM do not get erased but remain
stored permanently. Therefore it is non-volatile. Read-only memory (ROM), also known as
firmware, is an integrated
circuit programmed
with specific data when RAM
it is manufactured. ROM
chips are used not only in Central
computers, but in most other Processing
electronic items as well. Unit
Fig. 1.8.5 shows the
relationship between the ROM
Central Processing Unit and
the Main Memory (RAM
and ROM). Fig. 1.8.5: Relationship between CPU and Main Memory

INFORMATION TECHNOLOGY 19
 Computer Fundamentals
(c) Cache Memory: Caching is a technology based on the memory subsystem of the computer. The
main purpose of a cache is to accelerate the computer while keeping the price of the computer
low. Caching allows to do the computer tasks more rapidly.
Cache technology is the use of a faster but smaller memory type to accelerate a slower but larger
memory type. When using a cache, we must check the cache to see if an item is in there. If it
is there, it’s called a cache hit. If not, it is called a cache miss and the computer must wait for a
round trip from the larger, slower memory area. A cache has some maximum size that is much
smaller than the larger storage area. It is possible to have multiple layers of cache.
There are a lot of subsystems in a computer; one can put cache between many of them to improve
performance. Here’s an example. We have the microprocessor (the fastest thing in the computer).
Then there’s the L1 cache that caches the L2 cache that caches the main memory which can be
used (and is often used) as a cache for even slower peripherals like hard disks and CD-ROMs.
The hard disks are also used to cache an even slower medium — Internet connection. A list of
different types of cache is given as follows:
  L1 cache - Memory accesses at full microprocessor speed (10 nanoseconds, 4 kilobytes
to 16 kilobytes in size)
  L2 cache - Memory access of type SRAM (around 20 to 30 nanoseconds, 128 kilobytes to
512 kilobytes in size)
  Main memory - Memory access of type RAM (around 60 nanoseconds, 32 megabytes to
128 megabytes in size)
  Hard disk - Mechanical, slow (around 12 milliseconds, 1 gigabyte to 10 gigabytes in size)
(d) Flash Memory: Electronic memory comes in a variety of forms to serve a variety of purposes.
Flash memory is used for easy and fast information storage in such devices as digital cameras and
home video game consoles. It is used more as a hard drive than as RAM. In fact, Flash memory
is considered a solid state storage device. Solid state means that there are no moving parts —
everything is electronic instead of mechanical. Here are a few examples of Flash memory:
  Computer’s BIOS chip
  CompactFlash (most often found in digital cameras)
  SmartMedia (most often found in digital cameras)
  Memory Stick (most often found in digital cameras)
  PCMCIA Type I and Type II memory cards (used as solid-state disks in laptops)
  Memory cards for video game consoles

1.9 VIRTUAL MEMORY

Most computers today have something like 32 or 64 megabytes of RAM available for the CPU to use.
Unfortunately, that amount of RAM is not enough to run all of the programs that most users expect
to run at once. For example, if we load the operating system, an e-mail program, a Web browser and
word processor into RAM simultaneously, 32 megabytes is not enough to hold it all. If there were
no such thing as virtual memory, then once we filled up the available RAM, our computer would
have to say, “Sorry, you cannot load any more applications.
Please close another application to load a new one.” With virtual memory, what the computer can
do is look at RAM for areas that have not been used recently and copy them onto the hard disk. This
frees up space in RAM to load the new application. A hierarchy of memories is given in Fig. 1.9.1.

20 INFORMATION TECHNOLOGY
 Computer Concepts

CPU
Register

Cache
Level 1
Level 2

Temporary
Storage
RAM Areas

Physical RAM Virtual Memory

Storage Device Types

Permanent
ROM/ Removable Network/ Hard Storage
BIOS Drives Internet Drive Areas
Storage

Input Sources

Scanner/
Keyboard Mouse Removable Camera/ Remote Other
Media Mic/ Source Sources
Video

Fig. 1.9.1: Hierarchy of Memory

Because this copying happens automatically, we don’t even know it is happening and it makes our
computer feel like that it has unlimited RAM space even though it only has 32 megabytes installed.
Because hard disk space is so much cheaper than RAM chips, it also has a nice economic benefit.
The read/write speed of a hard drive is much slower than RAM and the technology of a hard
drive is not geared toward accessing small pieces of data at a time. If our system has to rely too
heavily on virtual memory, we will notice a significant performance drop. The key is to have
enough RAM to handle everything we tend to work on simultaneously — then, the only time we
“feel” the slowness of virtual memory is when there’s a slight pause when we are changing tasks.
When that’s the case, virtual memory is perfect.
When it is not the case, the operating system has to constantly swap information back and forth
between RAM and the hard disk. This is called thrashing and it can make our computer feel
incredibly slow. The area of the hard disk that stores the RAM image is called a page file. It holds
pages of RAM on the hard disk and the operating system moves data back and forth between the
page file and RAM. On a Windows machine, page files have a SWP extension.

INFORMATION TECHNOLOGY 21
 2
C Computer Fundamentals
H
A
INPUT/OUTPUT AND
P
T
AUXILIARY STORAGE
E
R
DEVICES

LEARNING OBJECTIVES
 To know about various input devices like keyboard, mouse, trackball etc.
 To discuss about various output devices like moniter, printer etc.
 To understand the classification of moniter, printer etc.
 To discuss various Auxiliary Storage Devices
 To know about Magnetic Tape, Winchester Disk, Floppy Disk etc.
 To understand other storage devices like CD-ROM, CD-R Drive etc.

2.1 INPUT DEVICES

An input device is any machine that feeds data into a computer. For example, a keyboard is an input
device. Input devices other than the keyboard are sometimes called alternate devices. Trackballs
and light pens are all alternate input devices.
2.1.1 Keyboard
Keyboard is an input device; consisting of a set of typewriter-like keys that enables to enter data into
a computer as shown in Fig. 2.1.1. Computer keyboards are similar to electric-typewriter keyboards
but contain additional keys. The keys on computer keyboards are often classified as follows:
 Alphanumeric Keys - letters and
numbers
 Punctuation Keys - comma, period,
semicolon and so on.
 Special Keys - function keys,
control keys, arrow keys, Caps Lock
key and so on.
The standard layout of letters, numbers
and punctuation is known as a QWERTY
keyboard because the first five keys on
the top row of letters spell QWERTY. The
QWERTY keyboard was designed in the
1800s for mechanical typewriters and was
Fig. 2.1.1: Keyboard actually designed to slow typists down to
avoid jamming the keys. Another keyboard
design, which has letters positioned for speed typing, is the Dvorak keyboard.
There is no standard computer keyboard, although many manufacturers imitate the standards of

22 INFORMATION TECHNOLOGY
 Input/Output and Auxiliary Storage Devices
PCs. There are actually three different PC standards: the original PC keyboard, with 84 keys; the AT
keyboard, also with 84 keys; and the enhanced keyboard, with 101 keys. The three differ somewhat
in placement of function keys, the Control key, the Return key and the Shift keys.
In addition to these keys, IBM keyboards contain the following Keys: Page Up, Page Down, Home,
End, Insert, Pause, Num Lock, Scroll Lock, Break, Caps- Lock, Print Screen. Many companies have
developed ergonomic keyboards, which reduce the strain while typing with the aim to prevent
stress related injuries. Microsoft’s natural keyboard is one example.
2.1.2 Mouse
Mouse is a device that controls the movement of the cursor or pointer on a display screen, as shown
in Fig. 2.1.2. A mouse is a small object that can roll along
a hard flat surface. Its name is derived from its shape,
which looks a bit like a mouse, its connecting wire that
one can imagine to be the mouse’s tail and the fact that
one must make it scurry along a surface. As we move
the mouse, the pointer on the display screen moves in
the same direction. Mouse contains at least one button
and sometimes as many as three, which have different
functions depending on what program is running. Now-
a-days, mouse is connected with computer through USB
port.
Invented by Douglas Engelbart of Stanford Research Fig. 2 .1.2: Mouse
Center in 1963 and pioneered by Xerox in the 1970s, the mouse is one of the great breakthroughs in
computer ergonomics because it frees the user to a large extent from using the keyboard. In particular,
the mouse is important for graphical user interfaces because one can simply point to options and
objects and click a mouse button. Such applications are often called point-and-click programs. T17
mouse is also useful for graphics programs that allows to draw
pictures by using the mouse like a pen, pencil or paintbrush.
Types of Mouse: There are three basic types of Mouse:
 Mechanical: It has a rubber or metal ball on its underside
that can roll in all directions. Mechanical sensors within the
mouse detect the direction the ball is rolling and move the
screen pointer accordingly.
 Optomechanical: It is same as a mechanical mouse, but uses
optical sensors to detect motion of the ball.
 Optical: It does a laser to detect the mouse’s movement. One
must move the mouse along a special mat with a grid so that
the optical mechanism has a frame of reference. Optical mice Fig. 2.1.3: Trackball
have no mechanical moving parts. They respond more quickly and precisely than mechanical
and optomechanical mice, but they are also more expensive.

INFORMATION TECHNOLOGY 23
 Computer Fundamentals
2.1.4 Trackball
This is another pointing device. Essentially, a trackball is a mouse lying on its back. To move
the pointer, we rotate the ball with our thumb, our fingers or the palm of our hand. There are
usually one to three buttons next to the ball, which we use just like mouse buttons. The advantage
of trackballs over mice is that the trackball is stationary so
it does not require much space to use it. In addition, we can
place a trackball on any type of surface, including our lap.
For both these reasons, trackballs are popular pointing devices
for portable computers.
2.1.5 Joystick
With a joystick, the pointer continues moving in the direction
the joystick is pointing. To stop the pointer, we must return
the joystick to its upright position. Most joysticks include two
buttons called triggers. It has a lever that moves in all directions
and controls the movement of a pointer or some other display
symbols. A joystick is similar to a mouse, except that with a
mouse the cursor stops moving as soon as we stop moving the
mouse. Joysticks are used mostly for computer games, but they
are also used occasionally for CAD/ CAM systems and other
Fig. 2.1.4: Joystick
applications.
2 .1.6 Digitizing Tablet
This is an input device that enables to enter drawings and sketches into a computer. A digitizing
tablet consists of an electronic tablet and a cursor or pen. A cursor
(also called a puck) is similar to a mouse, except that it has a
window with cross hairs for pinpoint placement and it can have
as many as 16 buttons.
A pen (also called a stylus), which looks like a simple ballpoint
pen but uses an electronic head instead of ink. The tablet contains
electronics that enable it to detect movement of the cursor or pen
and translate the movements into digital signals that it sends to
the computer.
Fig. 2.1.5: Digitizing Tablet For digitizing tablets, each point on the tablet represents a point
on the display screen in a fixed manner. This differs from mice, in
which all movement is relative to the current cursor position. The static nature of digitizing tablets
makes them particularly effective for tracing drawings.
Most modern digitizing tablets also support a mouse
emulation mode, in which the pen or cursor acts like a
mouse. Digitizing tablets are also called digitizers, graphics
tablets, touch tablets or simply tablets.
2.1.7 Scanners
Scanner is an input device that can read text or illustrations
printed on paper and translate the information into a form
that the computer can use. A scanner works by digitizing
an image - dividing it into a grid of boxes and representing
Fig. 2.1.6: Scanner each box with either a zero or a one, depending on whether

24 INFORMATION TECHNOLOGY
 Input/Output and Auxiliary Storage Devices
the box is filled in. (For color and gray scaling, the same principle applies, but each box is then
represented by up to 24 bits.) The resulting matrix of bits, called a bit map, can then be stored in a
file, displayed on a screen and manipulated by programs.
Optical scanners do not distinguish text from illustrations; they represent all images as bit maps.
Therefore, we cannot directly edit text that has been scanned. To edit text read by an optical scanner,
we need an Optical Character Recognition (OCR) system to translate the image into ASCII
characters. Most optical scanners sold today come with OCR packages.
Scanners differ from one another in the following respects:
 Scanning Technology: Most scanners use
Charge-Coupled Device (CCD) arrays, which
consist of tightly packed rows of light receptors
that can detect variations in light intensity
and frequency. The quality of the CCD array
is probably the single most important factor
affecting the quality of the scanner. Industry-
strength drum scanners use a different technology
that relies on a Photo Multiplier Tube (PMT), but
this type of scanner is much more expensive than
the more common CCD -based scanners.
 Resolution : The denser the bit map, the higher
the resolution. Typically, scanners support
resolutions from 72 to 600 Dots Per Inch (DPI). Fig. 2.1.7: CCD Based Scanner
 Bit depth : The number of bits used to represent each pixel. The greater the bit depth, the more
colors or grayscales can be represented. For example, a 24-bit color scanner can represent 2 to
the 24th power (16.7 million) colors. However, a large color range is useless if the CCD arrays
are capable of detecting only a small number of distinct colors.
 Size and shape : Some scanners are small hand-held devices that can be moved across the paper.
These hand-held scanners are often called half-page scanners because they can only scan 2 to 5
inches at a time. Hand-held scanners are adequate for small pictures and photos, but they are
difficult to use if we need to scan an entire page of text or graphics. Larger scanners include
machines into which we can feed sheets of paper. These are called sheet-fed scanners. These are
excellent for loose sheets of paper, but they are unable to handle bound documents. A second
type of large scanner, called a flatbed scanner, is like a photocopy machine. It consists of a board
on which we lay books, magazines and other documents that we want to scan.
2.1.8 Digital Camera
Images can be input into a computer using a digital camera.
These images can then be manipulated in many ways using the
various imaging tools available. The digital camera takes a still
photograph, stores it and then sends it as digital input into the
computer. The images are then stored as digital files.
2.1.9 Magnetic Ink Character Recognition (MICR) Fig. 2.1.8: Digital Camera
This allows the computer to recognize characters printed using magnetic ink. MICR is a
direct-entry method used in banks. This technology is used to automatically read those
frustrating-looking numbers on the bottom of the cheque. A special-purpose machine known

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 Computer Fundamentals
as a reader/sorter reads characters made of ink containing magnetized particles. A related
technology is the magnetic strip, used on the back of credit cards and bank debit cards, that
allows readers such as Automated Teller Machines (ATMs) to read account information and
facilitate monetary transactions. Another example of magnetic strip technology is in ID cards,
which can be used for a variety of functions from attendance monitoring to restricting access
to specific locations.
2.1.10 Optical Character Recognition (OCR)
It refers to the branch of computer science that involves reading text from paper and translating
the images into a form that the computer can manipulate (for example, into ASCII codes). An OCR
system enables to take a book or a magazine article and feed it directly into an electronic computer file.
All OCR systems include an optical scanner for reading text and a sophisticated software for
analyzing images. Most OCR systems use a combination of hardware (specialized circuit boards) and
software to recognize characters, although some inexpensive systems do it entirely through software.
Advanced OCR systems can read text in a large variety of
fonts, but they still have difficulty with handwritten text.
The potential of OCR systems is enormous because
they enable users to harness the power of computers to
access printed documents. OCR is already being used
widely in the legal profession, where searches that once
required hours or days can now be accomplished in a
few seconds.
2.1.11 Optical Mark Recognition (OMR)
OMR also called mark sensing, is a technology where an
OMR device senses the presence or absence of a mark, such
as a pencil mark. OMR is used in tests such as aptitude tests
for different competition/entrance examinations.
2.1.12 Bar Code Reader Fig. 2.1.9: Bar Code Reader
Most of the persons are probably familiar with the bar
code readers in supermarkets, bookshops etc. Bar-code readers are
photoelectric scanners that read the bar codes or vertical zebra striped
marks, printed on product containers. Supermarkets use a bar code
system called the Universal Product Code (UPC).
The bar code identifies the product to the supermarket’s computer,
which has a description and the latest price of the product. The
computer automatically tells the Point of Sales (POS) terminal what
the price is.
2.1.13 Speech Input Devices
Speech or voice input devices convert a person’s speech into digital
form. These input devices, when combined with appropriate software,
form voice recognition systems. These systems enable users to operate
microcomputers using voice commands. Fig. 2.1.10: Speech Input
Device

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Some of these systems must be ‘trained’ to the particular user’s voice. This is done by his/her spoken
words to patterns previously stored in the computer. More advanced systems that can recognize
the same word spoken by many different people have been developed. However, until recently the
list of words has been limited. A newly developed voice recognition system like IBM VoiceType
identifies more than 30,000 words and adapts to individual voices. There are even systems that
translate from one language to another, such as from English to Japanese. There are two types of
voice recognition systems:
 Continuous speech : These systems are used to control a microcomputer’s operations and to
issue commands to special application programs. For example, rather than using the keyword
to save a spreadsheet file, the user could simply say 'Save the file'. Two popular systems are
Apple Computer’s PlainTalk and IBM’s continuous speech series.
 Discrete-Word : A common activity in business is preparing memos and other written documents.
Discrete-word recognition systems allow users to dictate directly into a microcomputer using a
microphone. The microcomputer stores the memo in a word processing file where it can be revised
later or directly printed out. IBM Voice Type Simply Speaking is an example.
2.1.14 Touch Screen
Touch screen is a type of display screen that has a touch
sensitive transparent panel covering the screen. Instead of
using a pointing device such as a mouse or light pen, we can
use our finger to point directly to objects on the screen.
Although touch screens provide a natural interface for computer
novices, they are unsatisfactory for most because the finger is such
a relatively large object. It is impossible to point accurately to small
areas of the screen. In addition, most users find touch-screens tiring
to the arms after long use.
2.1.15 Touch Pad
It is a small, touch-sensitive pad used as a pointing device on
some portable computers. By moving a finger or other object
along the pad, one can move the pointer on the screen. Fig. 2.1.11: Touch Screen
2.1.16 Light Pen
Light Pen is an input device that utilizes a light-sensitive detector to select
objects on a display screen. A light Pen is similar to a mouse, except that
with a light pen we can move the pointer and select objects on a display
screen by directly pointing to the objects by light pen.
2.1.17 Biometrics
When referring to computers and security, biometrics is the identification
of a person by the measurement of their biological features. For example,
a user identifying themselves to a computer or building by their finger
print or voice is considered biometrics identification. When compared to
a password, this type of system is much more difficult to fake since it is
unique to the person. Below is a listing of some known biometric devices. Fig. 2.1.12: Biometrics

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Other common methods of a biometrics scan are a person's face, hand, iris and retina.
Types of biometric devices
• Face scanner - Biometric face scanners identify a person by taking measurements of a person
face. For example, the distance between the persons chin, eyes, nose and mouth. These types of
scanners can be very secure assuming they are smart enough to distinguish between a picture
of a person and a real person.
• Hand scanner - Like your finger print, the palm of your hand is also unique to you. A biometric
hand scanner will identify the person by the palm of their hand.
• Finger scanner - A biometric finger scanner identifies the person by their finger print. These
can be a secure method of identifying a person, however, cheap and less sophisticated finger
print scanners can be duped a number of ways. For example, in the show Myth Busters they
were able to fake a finger print using a Gummy Bear candy treat.
• Retina or iris scanner - A biometric retina or iris scanner identifies a person by scanning the
iris or retina of their eyes. These scanners are more secure biometric authentication schemes
when compared to the other devices because there is no
known way to duplicate the retina or iris.
• Voice scanner - Finally, a voice analysis scanner will
mathematically break down a person's voice to identify
them. These scanners can help improve security but with
some less sophisticated scanners can be bypassed using
a tape recording.
2.1.18 Graphics tablet
Alternatively referred to as a drawing tablet and pen tablet, a
graphics tablet is a highly accurate hardware input device that Fig. 2.1.13: Graphics tablet
enables an artist to draw or sketch easier than they would be able to do with a standard computer
mouse.
2.1.19 Light gun
A light gun is a pointing input device that detects light using
a photodiode in the gun barrel. When
the player of the game pulls the trigger
on the gun, the screen is blanked out for
a fraction of a second, which allows the
photodiode to determine where the gun
is pointed. Light guns were most widely Fig. 2.1.14: Light gun
used with early console gaming systems such as the NES Zapper light gun, as
shown in the picture to the left. Using this gun the player could play games
where they were required to point the gun at the screen and shoot targets, such
as ducks in the popular Duck Hunt game.
2.1.2 0 Stylus
A pen-shaped instrument used with graphics tablets or touch screen input
Fig. 2.1.15: Stylus devices to write or draw on the computer screen, similar to a sheet of paper.

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Unlike a pen the Stylus has a simple plastic tip and is often smaller to help fit in a compartment the
device is used with. In the picture to the left, is an example of a Stylus, the Palm Z22 Stylus.
Today, the Stylus is not commonly found or used with devices designed as they've been mostly been
replaced with touch screens that allow the user to navigate using their finger. A good example of a
device using this well is the Apple iPhone.

2.2 OUTPUT DEVICES

Output is anything that comes out of a computer. Output can be meaningful information or gibberish
and it can appear in a variety of forms - as binary numbers, as characters, as pictures and as printed
pages. An output device is any machine capable of representing information from a computer.
Output devices include display screens, loudspeakers, printers, plotters etc.
2.2.1 Monitor
Monitor is another term for the display screen. The term monitor, however, usually refers to the
entire box, whereas display screen can mean just the screen.
In addition, the term monitor often implies graphics capabilities.
(a) Classification Of Monitors: Monitors may be classified based on two parameters: Color and
signal. Here, a detailed classification is given as follows:
(i) Based On Color: There are many ways to classify monitors. The most basic is in terms of
color capabilities, which separates monitors into three classes:
 Monochrome: Monochrome monitors actually display two
colors, one for the background and one for the foreground.
The colors can be black and white, green and black or amber
and black.
 Gray-scale: A gray-scale monitor is a special type of
monochrome monitor capable of displaying different
shades of gray.
 Color: Color monitors can display anywhere from 16
to over 1 million different colors. Color monitors are
sometimes called RGB monitors because they accept
three separate signals - red, green and blue. This differs
from color televisions, for example, which use composite
Fig. 2.2.1: Color Monitor video signals, in which all the colors are mixed together.
All color computer monitors are RGB monitors. An RGB
monitor consists of a vacuum tube with three electron guns - one each for red, green and blue at one
end and the screen at the other end. The three electron guns fire electrons at the screen, which contains
a phosphorous coating. When the electron beams excite the phosphorous, they glow. Depending on
which beam excites them, they glow red, green or blue. Ideally, the three beams should converge
for each point on the screen so that each pixel is a combination of the three colors.
Color and gray-scaling monitors are often classified by the number of bits they use to represent
each pixel. For example, an 8-bit monitor represents each pixel with 8 bits. The more bits per pixel,
the more colors and shades of gray the monitor can display.
(ii) Based on signals : Another common way of classifying monitors is in terms of the type
of signal they accept: analog or digital.

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 Digital Monitor :A digital monitor accepts digital signals
rather than analog signals. All monitors (except flat-panel
displays) use CRT technology, which is essentially analog. The
term digital, therefore, refers only to the type of input received
from the video adapter. A digital monitor then translates
the digital signals into analog signals that control the actual
display.
Although digital monitors are fast and produce clear
images, they cannot display variable colors continuously.
Consequently, only low-quality video standards, such as
Monochrome Display Adapter (MDA), Color, Graphics
Adapter (CGA) and Enhanced Graphics Adapter (EGA),
specify digital signals. Video Graphics Array (VGA) and
Super VGA (SVGA), on the other hand, require an analog
monitor. Some monitors are capable of accepting either analog
or digital signals. Fig. 2.2.2: Digital Monitor
 Analog Monitor : This is the traditional type of color display
screen that has been used for years in televisions. In reality, all monitors based on CRT technology
(that is, all monitors except flat-panel displays) are analog. Some monitors, however, are called
digital monitors because they accept digital signals from the video adapter. EGA monitors, for
example, must be digital because the EGA standard specifies digital signals. Digital monitors
must nevertheless translate the signals into an analog form before displaying images.
Some monitors have fixed frequency, which means that they accept input at only one frequency.
Another type of monitor, called a multiscanning monitor, automatically adjusts to the frequency of
the signals being sent to it. This means that it can accept input from different types of video adapters.
(b) Characteristics of a Monitor : A monitor has following major characteristics:
 Size :The most important aspect of a monitor is its screen size. Like televisions, screen sizes are
measured in diagonal inches, the distance from one corner to the opposite corner diagonally. A
typical size for small VGA monitors is 14 inches. Monitors that are 16 or more inches diagonally
are often called full-page monitors. In addition to their size, monitors can be either portrait (height
greater than width) or landscape (width greater than height). Larger landscape monitors can
display two full pages, side by side. The screen size is sometimes misleading because there is
always an area around the edge of the screen that can’t be used. Therefore, monitor manufacturers
must now also state the viewable area, that is, the area of screen that is actually used.
 Resolution : The resolution of a monitor indicates how densely the pixels are packed. Pixel is
short for Picture Element. A pixel is a single point in a graphic image. Graphics monitors display
pictures by dividing the display screen into thousands (or millions) of pixels, arranged in rows
and columns. The pixels are so close together that they appear connected. The number of bits
used to represent each pixel determines how many colors or shades of gray can be displayed. For
example, an 8-bit color monitor uses 8 bits for each pixel, making it possible to display 2 to the 8th
power (256) different colors or shades of gray.
The quality of a display monitor largely depends on its resolution, how many pixels it can display
and how many bits are used to represent each pixel. VGA monitors display 640 by 480 or about
300,000 pixels. In contrast, SVGA monitors display 1,024 by 768 or nearly 800,000 pixels. True color
monitors use 24 bits per pixel, allowing them to display more than 16 million different colors.

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In general, the more number of pixels (often expressed in dots per inch), the sharper the image.
Most modern monitors can display 1024 by 768 pixels, the SVGA standard. Some high-end models
can display 1280 by 1024 or even 1600 by 1200.
 Bandwidth: It is the amount of data that can be transmitted in a fixed amount of time. For digital
devices, the bandwidth is usually expressed in bits or Bytes Per Second (BPS). For analog devices,
the bandwidth is expressed in cycles per second or Hertz (Hz).
 Refresh Rate : Display monitors must be refreshed many times per second. The refresh rate
determines how many times per second the screen is to be refreshed (redrawn). The refresh rate
for a monitor is measured in hertz (Hz) and is also called the vertical frequency or vertical refresh
rate. The old standard for monitor refresh rates was 60Hz, but a new standard developed by VESA
sets the refresh rate at 75Hz for VGA and SVGA monitors. The faster the refresh rate, the less the
monitor flickers.
 Dot-pitch : A measurement that indicates the vertical distance between each pixel on a display
screen. Measured in millimeters, the dot pitch is one of the principal characteristics that determine
the quality of display monitors. The lower the number, the crisper the image. The dot pitch of color
monitors for personal computers ranges from about 0. 15 mm to 0.30 mm. Another term for dot
pitch is phosphor pitch.
 Convergence : Convergence refers to 'how sharply an individual color pixel on a monitor appears'. If
the dots are badly misconverged, the pixel will appear blurry. All monitors have some convergence
errors, but they differ in degree.
2.2.2 Printer
Printer is a device that prints text or illustrations on paper and in many cases on transparencies and
other media. There are many different types of printers. In terms of the technology utilized, printers
fall into the following categories:
(a) Categories of Printers: Printers may be classified as follows:
(i) Daisy-wheel Printer: Daisy-wheel
printers are a type of printer that produces
letter-quality type. A daisywheel printer
works on the same principle as a ball-head
typewriter. The daisy wheel is a disk made
of plastic or metal on which characters
stand out in relief along the outer edge. To
print a character, the printer rotates the disk
until the desired letter is facing the paper.
Then a hammer strikes the disk, forcing the
character to hit an ink ribbon, leaving an
impression of the character on the paper.
One can change the daisy wheel to print Fig. 2.2.3: Daisy-Wheel Printer
different fonts.
Daisy-wheel printers cannot print graphics and in general they are noisy and slow, printing from
10 to about 75 characters per second. As the price of laser and ink-jet printers has declined and the
quality of dot-matrix printers has improved, daisy-wheel printers have become almost obsolete.

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(ii) Dot-matrix Printer: Dot-matrix printers create characters by striking pins against an ink
ribbon. Each pin makes a dot and combinations of dots form characters and illustrations.
These printers are inexpensive and relatively fast, but they do not produce high-quality
output. Dot-matrix printers vary in two important characteristics :
 Speed : Measured in characters per second (cps), the speed can vary from about 50 to over 500
cps. Most dot-matrix printers offer different speeds depending on the quality of print desired.
 Print quality : Determined by the number of pins (the
mechanisms that print the dots), it can vary from 9 to
24. The best dot-matrix printers (24 pins) can produce
near letter-quality type, although we can still see a
difference if we look closely.
In addition to these characteristics, one should also consider
the noise factor. Compared to laser and ink-jet printers,
dot-matrix printers make lot of noise. Although the prices
of laser and ink-jet printers are dropping rapidly, dotmatrix
printers are still cheaper to operate. In addition, since they
are impact printers, the dot-matrix printers can print to
multi-page forms (that is, carbon copies), something laser Fig. 2.2.4: Dot-matrix Printer
and ink-jet printers cannot do.
(iii) Ink-jet Printer: Ink-iet printers work by spraying ionized ink
at a sheet of paper. This is also shown in Fig. 2.2.5. Magnetized
plates in the ink’s path direct the ink onto the paper in the
desired shapes. Ink-jet printers are capable of producing high
quality print approaching to that produced by laser printers.
A typical ink-jet printer provides a resolution of 300 dots per
inch, although some newer models offer higher resolutions.
In general, the price of ink-jet printers is lower than that of laser
printers. However, they are also considerably slower. Another
drawback of ink-jet printers is that they require a special type of ink
that is apt to smudge on inexpensive copier paper.
Because ink-jet printers require smaller mechanical parts than laser
printers, they are especially popular as portable printers. In addition, color Fig. 2.2.5: Ink-Jet Printer
ink-jet printers provide an inexpensive way to print full-color documents.
(iv) Laser Printer: Laser printer utilizes a laser beam to
produce an image on a drum, as shown Fig. 2.2.6.
The light of the laser alters the electrical charge on
the drum wherever it hits. The drum is then rolled
through a reservoir of toner, which is picked up by
the charged portions of the drum. Finally, the toner
is transferred to the paper through a combination
of heat and pressure. This is also the way copy
machines work.
Because an entire page is transmitted to a drum before the
toner is applied, laser printers are sometimes called page
printers. There are two other types of page printers that fall
under the category of laser printers even though they do not
Fig. 2.2.6: Laser Printer

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use lasers at all. One uses an array of LEDs to expose the drum and the other uses LCDs. Once the
drum is charged, however, they both operate like a real laser printer.
One of the chief characteristics of laser printers is their resolution – how many dots per inch (dpi)
they lay down. The available resolutions range from 300 dpi at the low end to 1,200 dpi at the high
end. By comparison, offset printing usually prints at 1,200 or 2,400 dpi. Some laser printers achieve
higher resolutions with special techniques known generally as resolution enhancement.
In addition to the standard monochrome laser printer, which uses a single toner, there also exist
color laser printers that use four toners to print in full color. Color laser printers tend to be about
five to ten times as expensive as their monochrome siblings.
(v) WD & LED Printers: These are similar to a laser printer but uses liquid crystals or
light-emitting diodes rather than a laser to produce an image on the drum.
(vi) Line Printer: Line printers are high-speed printers capable of printing an entire line at one
time. A fast line printer can print as many as 3,000 lines per minute. The disadvantages of
line printers are that there can print only one font, they cannot print graphics, the print
quality is low and they are very noisy.
(vii) Thermal Printer: Thermal printers are printers that produce images by pushing electrically
heated pins against special heat-sensitive paper. Thermal printers are inexpensive and
are used in most calculators and many fax machines. They produce low-quality print
and the paper tends to curl and fade after a few weeks or months.
(b) Characteristics of Printers
Printers are also classified according to the following characteristics:
 Quality of type - The output produced by printers is said to be either letter quality (as good as
a typewriter), near letter quality or draft quality. Only daisy-wheel, ink-jet and laser printers
produce letter-quality type. Some dot-matrix printers claim letter-quality print, but if we look
closely, we can see the difference.
 Speed - Measured in characters per second (cps) or pages per minute (ppm) the speed of printers
varies widely. Daisy-wheel printers tend to be the slowest, printing about 30 cps. Line printers are
fastest (up to 3,000 line per minute). Dot-matrix printers can print up to 500 cps and laser printer
range from about 4 to 20 text pages per minute.
 Impact or Non-impact - Impact printers include all printers that work by striking an ink ribbon.
Daisy-wheel, dot-matrix and line printers are impact printers. Non-impact printers include laser
printers and ink-jet printers. The important difference between impact and non-impact printers is
that impact printers are much noisier but are useful for making multiple copies like carbon copies.
 Graphics - Some printers (daisy-wheel and line printers) can print only text Other printers can
print both text and graphics.
 Fonts - Some printers, notably dot-matrix printers, are limited to one or few fonts. In contrast,
laser and ink-jet printers are capable of printing an almost unlimited variety of fonts. Daisy-wheel
printers can also print different fonts, but you need to change the daisy wheel, making it difficult
to mix fonts in the same document.

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2.2.3 Plotter
Plotter is a device that draws pictures on paper based on commands
from a computer. Plotters differ from printers as they draw lines
using a pen. As a result, they can produce continuous lines, whereas
printers can only simulate lines by printing a closely spaced series
of dots. Multicolor plotters use different-colored pens to draw
different colors. In general, plotters are considerably more expensive
than printers. They are used in engineering applications where precision
is mandatory.
2.2.4 Sound Cards & Speakers
Fig. 2.2.7: Plotter Sound card is an expansion board that enables a computer to manipulate
and output sounds. Sound cards are necessary for nearly all CD-ROMs
and have become commonplace on modern personal computers. Sound
cards enable the computer to output sound through speakers connected
to the board, to record sound input from a microphone connected to
the computer and manipulate sound stored on a disk. Nearly all sound
cards support MIDI, a standard for representing music electronically. In
addition, most sound cards are Sound Blaster-compatible, which means
that they can process commands written for a Sound Blaster card, the
Fig. 2.2.8: Speakers defacto standard for PC sound. Sound cards use two basic methods to
translate digital data into analog sounds:
 Frequency Modulation (FM) Synthesis mimics different musical instruments according to built-in
formulae, and
 Wavetable Synthesis relies on recordings of actual instruments to produce sound. Wavetable
synthesis produces more accurate sound, but is also more expensive.
2.2.5 3D-Audio
3D audio is a technique for giving more depth to traditional stereo sound. Typically, 3D sound or 3D
audio, is produced by placing a device in a room with stereo speakers. The device dynamically analyzes
the sound coming from the speakers and sends feedback to the sound system so that it can readjust the
sound to give the impression that the speakers are further apart. 3D audio devices are particularly popular
for improving computer audio where the speakers tend to be small and close together. There are a
number of 3D audio devices that attach to a computer’s sound card.

2.2.6 GPS
Short for Global Positioning System, GPS is a network of satellites that
helps users determines a location on Earth. The thought of GPS was
conceived after the launch of Sputnik in 1957. In 1964, the TRANSIT
system became operational on U.S. Polaris submarines and allowed
for accurate positioning updates. Later this became available for
commercial use in 1967. In the picture, is an example of the GARMIN
nuvi 350, a GPS used to find locations while driving.
Today, with the right equipment or software, anyone can establish
a connection to these satellites to establish his or her location within
50 to 100 feet. Fig. 2.2.9: GPS

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2.2.7 Projector
An output device that can take the display of a computer screen and
project a large version of it onto a flat surface. Projectors are often used
in meetings and presentations to help make sure everyone in the room
can view the presentation. In the picture, is a ViewSonic projector and an
example of what a projector may look like.
Fig.2.2.10: Projector
2.3 AUXILIARY STORAGE DEVICES
Auxiliary storage also known as auxiliary memory or secondary storage, is the memory that
supplements the main storage. This is a long-term, non-volatile memory. The term non-volatile
means that stores and retains the programs and data even after the computer is switched off.
Unlike RAM which loses the contents when the computer is turned off and ROM, to which it is not
possible to add anything new, auxiliary storage devices allow the computer to record information
semi- permanently, so it can be read later by the same computer or by another computer. Auxiliary
storage devices are also useful in transferring data or programs from one computer to another.
They also function as back-up devices which allow to back-up the valuable information. So even if
by some accident the computer crashes and the stored data is unrecoverable, we can restore it from
the back-ups. The most common types of auxiliary storage devices are magnetic tapes, magnetic
disks, floppy disks, hard disks etc.
There are two types of auxiliary storage devices. This classification is based on the type of data
access: sequential and random. Based on the type of access, they are called sequential-access
media or random-media. In the case of sequential-access media, the data stored in the media can
only be read in sequence and to get to a particular point on the media, we have to go through all
the preceding points. Magnetic tapes are examples of sequential-access media. In contrast, disks
are random-access also called direct-access media because a disk drive can access any point at
random without passing through intervening points. Other examples of direct access media are
floppy diskettes, optical disks, zip disks etc.

2.4 MAGNETIC TAPE

Magnetic tape is a magnetically coated strip of plastic on which data can be encoded. Tapes for
computers are similar to the tapes used to store music. Some computers, in fact, enable us to use
normal cassette tapes. Storing data on tapes is considerably cheaper than storing data on disks.
Tapes also have large storage capacities, ranging from a few hundred kilobytes to several gigabytes.
Accessing data on tapes, however, is much slower than accessing data on disks. Because tapes are
so slow, they are generally used only for long-term storage and backup. Data to be used regularly
is almost always kept on a disk. Tapes are also used for transporting large amounts of data. Tapes
come in a variety of sizes and formats as given in Table 2.4.1. Tapes are sometimes called streamers
or streaming tapes.

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Type Capacity Description
Half Inch 60MB - 400MB Half-inch tapes come both as 9 track reels and as
cartridges. These tapes are relatively cheap, but
require expensive tape drives
Quarter Inch 40MB - 5GB Quarter Inch Cartridges (QIC tapes) are relatively
inexpensive and support fast data transfer rates,
QIC mini cartridges are even less expensive, but
their data capacities are smaller and their transfer
rates are lower.
8-mm Helical scan 1 GB - 5 GB 8 min helical-scan cartridges use the same technology
as VCR tapes and have the great capacity. But they
require expensive tape drives and have relatively
slow data transfer rates.
4-mm DAT 2GB - 24GB DAT (Digital Audio Tape) cartridges have the
greatest capacity but they require expensive tape
drives and have relatively slow data transfer Rates.
Table 2.4.1: Tapes
2.4.1 Helical-scan Cartridge
It’s a type of magnetic tape that uses the same technology as VCR tapes. The term helical scan
usually refers to 8-mm tapes, although 4-mm tapes (called DAT tapes) use the same technology.
The 8-mm helical-scan tapes have data capacities from 2.5GB to 5 GB.
2.4.2. DAT Cartridge
This is a type of magnetic tape that uses an ingenious scheme called helical
scan to record data, as shown in Fig. 2.4.1. A DAT cartridge is slightly
larger than a credit card and contains a magnetic tape that can hold from
2 to 24 gigabytes of data. It can support data transfer rates of about 2
MBPS (Million Bytes Per Second). Like other types of tapes, DATs are
sequential-access media. The most common format for DAT cartridges
is DDS (Digital Data Storage) which is the industry standard for digital
audio tape (DAT) formats. The latest format, DDS-3, specifies tapes that
can hold 24 GB (the equivalent of over 40 CD ROMs) and support data Fig 2.4.1: DAT Cartridge
transfer rates of 2 MBPS.

2.5 WINCHESTER DISK

The term Winchester comes from an early type of disk drive developed by IBM that stored 30MB
and had a 30-millisecond access time; so its inventors named it a Winchester in honour of the
30-caliber rifle of the same name. Although modern disk drives are faster and hold more data, the
basic technology is the same, so Winchester has become synonymous with hard disk.
2.5.1 Hard Disk
Hard disk is a magnetic disk on which we can store computer data. The term hard is used to
distinguish it from a soft or floppy, disk. Hard disks hold more data and are faster than floppy
disks. A hard disk, for example, can store anywhere from 10 megabytes to several gigabytes,
whereas most of the floppies have a maximum storage capacity of 1.4 megabytes.
36 INFORMATION TECHNOLOGY
 Input/Output and Auxiliary Storage Devices
A single hard disk usually consists of several platters. Each
platter requires two read/write heads, one for each side. All
the read/write heads are attached to a single access arm so that
these cannot move independently. Each platter has the same
number of tracks and a track location that cuts across all platters
is called a cylinder. For example, a typical 84 megabyte hard
disk for a PC might have two platters (four sides) and 1,053
cylinders. Fig. 2.5.1 shows a sample of hard disk.
In general, hard disks are less portable than floppies, although
it is possible to buy removable hard disks. There are two types
of removable hard disks: disk packs and removable cartridges. Fig.2.5.1: Hard Disk

2.6 FLOPPY DISK

Floppy disk is a soft magnetic disk as shown in Fig 2.6.1 It is called floppy
because it flops if we wave it (at least, the 5¼ -inch variety does). Unlike
most hard disks, floppy disks (often called floppies or diskettes) are portable,
because we can remove them from a disk drive. Disk drives for floppy disks
are called floppy drives. Floppy disks are slower to access, than hard disks
and have less storage capacity, but these are less expensive and are portable.
Floppies come in two basic sizes, given below:
 5¼ - inch - The common size for PCs made before 1987. This type
of floppy is generally capable of storing between 100K and 1.2MB
(megabytes) of data.
Fig. 2.6.1: Floppy Disk
 3½ - inch - Floppy is something of a misnomer for these disks, as these
are encased in a rigid envelope. Despite their small size, microfloppies have a larger storage
capacity than their cousins -from 400K to 1.4MB of data. The most
common storage capacity for PCs are 720K (double-density) and
1.44MB (high-density).

2.7 ZIP DISK

These are high-capacity floppy disk drives developed by the Iomega
Corporation, as shown in Fig. 2.7.1. Zip disks are slightly larger than
the conventional floppy disks and are about twice as thick. These disks
can hold 100MB of data. Because these are relatively inexpensive and
durable, these have become a popular media for backing up hard disks and Fig. 2.7.1: Zip Disk
for transporting large files.

2.8 JAZ DISK

These are removable disk drives developed by the Iomega Corporation,
as shown in Fig. 2.8.1. The Jaz drive has a 12-ms average seek time and a
transfer rate of 5.5Mbps. The removable cartridges hold 1GB of data. The fast
data rates and large storage capacity make it a viable alternative for backup
storage as well as everyday use.
Fig. 2.8.1: Jaz Disk

INFORMATION TECHNOLOGY 37
 Computer Fundamentals
2.9 SUPERDISK
This is a new disk storage technology developed by the Imation
Corporation that supports very high-density diskettes, as shown
in Fig. 2.9.1. SuperDisk diskettes are etched with a servo pattern
at the factory. This pattern is then read by the SuperDisk drive to
precisely align the read/write head. The result is that a SuperDisk
diskette can have 2,490 tracks, as opposed to the 135 tracks that
conventional 3.5-inch 1.44MB diskettes use. This higher density
translates into 120MB capacity per diskette. Fig. 2.9.1: SuperDisk
Unlike the other removable disk storage solutions, such as the Zip drive, SuperDisk is backward
compatible with older diskettes. This means that we can use the same SuperDisk drive to read and
write to older 1.44MB diskettes as well as the new 120 MB SuperDisk diskettes. Imation’s current
SuperDisk drive is called the LS-120.

2.10 OPTICAL DISK

Optical Disks are a storage medium from which data is read and to which it is written by lasers.
Optical disks can store much more data - up to 6 gigabytes (6 billion bytes) - than magnetic media,
such as floppies and hard disks. There are three basic types of optical disks:
 CD-ROM: Like audio CDs, CD-ROMs come with data already encoded onto them. The data
is permanent and can be read any number of times, but CD-ROMs cannot be modified.
 WORM: This term stands for “Write-Once, Read-Many”. With a WORM disk drive, we can
write data onto a WORM disk, but only once. After that, the WORM disk behaves just like a
CD-ROM.
 Erasable: Optical disks that can be erased and loaded with new data, just like magnetic disks.
These are often referred to as EO (erasable optical) disks.
These three technologies are not compatible with each other; each requires a different type of disk
drive and disk. Even within one category, there are many competing formats, although CD-ROMs
are relatively standardized.
2.10.1 CD-ROM
CD-ROM, which is pronounced as ‘see-dee-rom’, is the abbreviation of Compact Disc Read-Only
Memory, as shown in Fig. 2.10.1. CD-ROM is
a type of optical disk capable of storing large
amounts of data - up to 1GB, although the most
common size is 630MB (megabytes). A single
CD-ROM has the storage capacity of 700 floppy
disks, enough memory to store about 300,000 text
pages. CD-ROMs are recorded by the vendor and
Fig. 2.10.1: CD-ROM once recorded, these cannot be erased and filled
with new data. To read a CD, we need a CD-ROM
drive. A CD-ROM player is a device that can read information from a Fig. 2.10.2: CD Drive
CD-ROM. These can be either internal or external.
2.10.2 CD-R Drive
CD-R drive, which stands for Compact Disk-Recordable drive, is a type of disk drive that can create

38 INFORMATION TECHNOLOGY
 Input/Output and Auxiliary Storage Devices
CD-ROMs and audio CDs. This allows the users to 'master' a CD-ROM or audio CD for publishing.
Until recently, CD-R drives were quite expensive, but prices have dropped dramatically.
A feature of many CD-R drives called multisession recording, enables to keep adding data to a
CD-ROM over time. This is extremely important if we want to use the CD-R drive to create backup
CD-ROMs. To create CD-ROMs and audio CDs, we’ll need not only a CD-R drive, but also a CD-R
software package. Often, it is the software package, not the drive itself that determines how easy or
difficult it is to create CD-ROMs. CD-R drives can also read CD-ROMs and play audio CDs.
2.10.3 CD-RW Disks
CD-RW disk is short for CD-ReWritable disk and this is a new type of CD disk that enables to write
onto it in multiple sessions. One of the problems with CD-R disks is that we can only write to them
once. With CD-RW drives and disks, we can treat, the optical disk just like a floppy or hard disk,
writing data onto it multiple times. The first CD-RW drives became available in mid-1997. These
can read CD-ROMs and can write onto today’s CD-R disks, but these cannot write on CD-ROMs.

2.11 MAGNETO-OPTICAL (MO) DRIVES

This is a type of disk drive that combines magnetic disk technologies with CD-ROM technologies.
Like magnetic disks, MO disks can be read and written to. And like floppy disks, these are also
removable. However, their storage capacity can be more than 200 megabytes, much greater than
magnetic floppies. In terms of data access speed, these are faster than floppies and CD-ROMs, but
not as fast as hard disk drives.

2.12 DVD
DVD also known as Digital Versatile Disc or Digital Video Disc is a popular optical disc storage
media format. Its main uses are video and data storage. Most DVDs are of the same dimensions as
compact discs (CDs) but store more than six times as much data. Variations of the term DVD often
describe the way data is stored on the discs: DVD-ROM has data that can only be read and not
written, DVD-R and DVD+R can record data only once and then function as a DVD-ROM. DVD-RW,
DVD+RW and DVD-RAM can both record and erase data multiple times. The wavelength used by
standard DVD lasers is 650 nm and thus the light has a red color.
DVD-Video and DVD-Audio discs respectively refer to properly formatted and structured video
and audio content. Other types of DVDs, including those with video content, may be referred to as
DVD-Data discs. As next generation high-definition optical formats also use a disc identical in some
aspects yet more advanced than a DVD, such as Blu-ray Disc, the original DVD is occasionally given
the retronym SD DVD (for standard definition).

2.13 USB FLASH DRIVE

A USB flash drive consists of a NAND-type flash memory data storage
device integrated with a USB (Universal Serial Bus) interface. USB flash
drives are typically removable and rewritable, much smaller than a
floppy disk (1 to 4 inches or 2.5 to 10 cm) and weigh less than 2 ounces
(56 g). Storage capacities typically range from 64 MB to 64 GB with
steady improvements in size and price per gigabyte.
USB flash drives offer potential advantages over other portable storage
devices, particularly the floppy disk. They have a more compact shape,
operate faster, hold much more data, have a more durable design and Fig. 2.13.1: DVD
operate more reliably due to their lack of moving parts. Additionally,

INFORMATION TECHNOLOGY 39
 Computer Fundamentals
it has become increasingly common for computers to ship without floppy disk drives. USB ports,
on the other hand, appear on almost every current[update] mainstream
PC and laptop. These types of drives use the USB mass storage standard,
supported natively by modern operating systems such as Windows, Mac
OS X, Linux and other Unix-like systems. USB drives with USB 2.0 support
can also operate faster than an optical disc drive, while storing a larger
amount of data in a much smaller space.
A flash drive consists of a small printed circuit board protected inside
a plastic, metal or rubberised case, robust enough for carrying with no
additional protection—in a pocket or on a key chain, for example. The USB
connector is protected by a removable cap or by retracting into the body
of the drive, although it is not liable to be damaged if exposed. Most flash
drives use a standard type-A USB connection allowing plugging into a Fig. 2.13.2: USB Flash
port on a personal computer. Drive

40 INFORMATION TECHNOLOGY
 UNIT - 2
OPERATING SYSTEMS
 1
C
H
Operating Systems INTRODUCTION TO
A
P OPERATING SYSTEMS
T
E
R

LEARNING OBJECTIVES
 To know about Operating Systems and their main functions,
 To have an idea about measuring system performance,
 To understand process management,
 To learn about multiprogramming and its requirements,
 To have an overview of multitasking and multithreading,
 To discuss multiprocessing and its advantages and limitations,
 To know about time-sharing systems and its advantages,
 To discuss various concepts in File Management,
 To understand various features in Operating System Structure and other related concepts, and
 To know about some popular operating systems.

1.1 OPERATING SYSTEM

An Operating System (OS) is a software, consisting of an integrated set of programs that controls
computer resources (CPU, memory, I/O devices etc.) and provides common services for efficient
execution of various application software with an interface or virtual machine that is more
convenient to use. In short, we can say that operating system is an interface between hardware and user.
For hardware functions such as input and output and memory allocation, the operating system
acts as an intermediary between application programs and the computer hardware, although the
application code is usually executed directly by the hardware, but will frequently call the OS or
be interrupted by it. Operating systems are found on almost any device that contains a computer,
from cellular phones and video game consoles to supercomputers and web servers. Examples of
popular modern operating systems for personal computers are Microsoft Windows, Mac OS, and
Linux. Two major objectives of an operating system are as follows:
 Making a computer system user-friendly: A computer system consists of one or more
processors, main memory and many types of I/O devices such as disks, tapes, terminals,
network interfaces, etc. Writing programs for using these hardware resources correctly and
efficiently is an extremely difficult job, requiring in-depth knowledge of the functioning of the
resources. Hence, to make computer systems usable by a large number of users, it became clear
several years ago that some way is required to shield programmers from the complexity of the
hardware resources. The gradually evolved solution to handle this problem is to put a layer of
software on top of the bare hardware, to manage all the parts of system, and present the user
with an interface or virtual machine that is easier to program and use. This layer of software is
called the operating system.

42 INFORMATION TECHNOLOGY
 Introduction to Operating Systems
The logical architecture of a computer system is shown in Fig. 1.1.1. As shown in the figure, the
hardware resources are surrounded by the operating system layer, which in turn is surrounded
by a layer of other system software (such as compilers, editors, command interpreter, utilities,
etc.) and a set of application programs (such as commercial data processing applications,
scientific and engineering applications, entertainment and educational applications, etc.).
Finally, the end users view the computer system in terms of the user interfaces provided by the
application programs.
Users

Other System Software and

Application Programs
Operating System

Computer Hardware

Fig. 1.1.1: Architecture of a computer system

The operating system layers provide various facilities and services that make the useofthehardware
resources convenient, efficient, and safe. A programmer makes use of these facilities in developing an
application, and the application, while it is running, invokes the required services to perform certain
functions. In effect, the operating system hides the details of the hardware from the programmer
and provides a convenient interface for using the system. It acts as an intermediary between the
hardware and its users, providing a high-level interface to low-level hardware resources and making
it easier for the programmer and for application programs to access and use those resources.
 Managing the resources of a computer system: The second important objective of an operating
system is to manage the various resources of the computer system. This involves performing such
tasks as keeping track of 'who is using which resource', granting resource requests, accounting
for resource usage, and mediating conflicting requests from different programs and users.
Executing a job on a computer system often requires several of its resources such a s C P U t i m e ,
memory space, file storage space, I/O devices, and so on. The operating system acts as the manager
of the various resources of a computer system and allocates them to specific programs and users
to execute their jobs successfully. When a computer system is used to simultaneously handle
several applications, there may be many, possibly conflicting, requests for resources. In such a
situation, the operating system must decide 'which requests are allocated resources to operate the
computer system efficiently and fairly (providing due attention to all users)'. The efficient and fair
sharing of resources among users and/or programs is a key goal of most operating systems.

1.2 MAIN FUNCTIONS OF AN OPERATING SYSTEM

It is clearly discussed in the previous section that operating system provides certain services to
programs as well as users of those programs. The specific services provided will, of course, differ

INFORMATION TECHNOLOGY 43
 Operating Systems
from one operating system to another, but there are some common types of functions that we can
identify. The main functions provided by most of the operating systems are given as follows:
 Process Management: A process is a program in execution. The operating system manages many
kinds of activities ranging from user programs to system programs like printer spooler, name
servers, file server etc. Each of these activities is encapsulated in a process. A process includes
the complete execution context (code, data, PC, registers, OS resources in use etc.).
It is important to note that a process is not a program. A process is only an instant of a program
in execution. There are many processes, can be running the same program. The five major
activities of an operating system with respect to process management are:
 Creation and deletion of user and system processes;
 Suspension and resumption of processes;
 A mechanism for process synchronization;
 A mechanism for process communication; and
 A mechanism for deadlock handling.
 Memory Management: To execute a program, it must be loaded, together with the data, it
accesses in the main memory (at least partially). To improve CPU utilization and to provide
better response time to its users, a computer system normally keeps several programs in main
memory. The memory management module of an operating system takes care of the allocation
de-allocation of memory space to the various programs in need of this resource. Primary-Memory
or Main-Memory is a large array of words or bytes. Each word or byte has its own address. Main-
memory provides storage that can be accessed directly by the CPU. That is to say for a program
to be executed, it must in the main memory. The major activities of an operating system with
reference to memory-management are:
 To keep track of 'which part of memory are currently being used and by whom';
 To decide 'which process is loaded into memory when memory space becomes available;
and to allocate and de-allocate memory space, as needed.
 File Management. A file is a collection of related information defined by its creator. Computer
can store files on the disk (secondary storage), which provide long term storage. Some examples
of storage media are magnetic tape, magnetic disk and optical disk. Each of these media has
its own properties like speed, capacity, data transfer rate and access methods. A file system
normally organized into directories to ease their use. These directories may contain files and other
directions. The five major activities of an operating system with reference to file management
are given as under:
 The creation and deletion of files;
 The creation and deletion of directions;
 The support of primitives for manipulating files and directions;
 The mapping of files onto secondary storage; and
 The back up of files on stable storage media.
 Device Management: A computer system normally consists of several I/O devices such as
terminal, printer, disk, and tape. The device management module of an operating system takes
care of controlling all the computer’s I/O devices. It keeps track of I/O requests from processes,
issues commands to the I/O devices, and ensures correct data transmission to/from an I/O

44 INFORMATION TECHNOLOGY
 Introduction to Operating Systems
device. It also provides an interface between the devices and the rest of the system that is simple
and easy to use. Often, this interface is device independent, that is, the interface is same for all
types of I/O devices.
 Security: Computer systems often store large amounts of information, some of which is
highly sensitive and valuable to their users. Users can trust the system and rely on it only if the
various resources and information of a computer system are protected against destruction and
unauthorized access. The security module of an operating system ensures this. This module also
ensures that when several disjoint processes are being executed simultaneously, one process
does not interfere with the others, or with the operating system itself.
 Command Interpretation: A command interpreter is an interface of the operating system with
the user. The user gives commands with are executed by operating system (usually by turning
them into system calls). The main function of a command interpreter is to get and execute the
next user specified command. Command-Interpreter is usually not part of the kernel, since
multiple command interpreters (shell, in UNIX terminology) may be support by an operating
system, and they do not really need to run in kernel mode. There are two main advantages to
separat the command interpreter from the kernel:
 If we want to change the way the command interpreter looks, that means., we want to change
the interface of command interpreter, we are able to do that if the command interpreter is
separate from the kernel. We cannot change the code of the kernel so we cannot modify
the interface.
 If the command interpreter is a part of the kernel; it is possible for a malicious process to
gain access to certain part of the kernel that it showed, to avoid this ugly scenario. It is
advantageous to have the command interpreter separate from kernel.
In addition to the above listed major functions, an operating system also performs few other functions
such as ‘keeping an account of which user (or processes) use how much’ and ‘what kinds of computer
resources, maintenance of log of system usage by all users’, and ‘maintenance of internal time clock’.

1.3 MEASURING SYSTEM PERFORMANCE

The efficiency of an operating system and the overall performance of a computer system are usually
measured in terms of the following aspects:
 Throughput: Throughput is the amount of work that the system is able to do per unit time. It is
measured as the number of processes that are completed by the system per unit time. For example,
if n processes are completed in an interval of t seconds, the throughput is taken as n/t processes
per second during that interval. Throughput is normally measured in processes/hour. Here, it
is noteworthy that the value of throughput does not depend only on the capability of a system,
but also on the nature of jobs being processed by the system. For long processes, throughput
may be one process/hour; and for short processes, throughput may be 100 processes/hour.
 Turnaround time: From the point of view of an individual user, an important criterion is ‘how
long it takes the system to complete a job submitted by him/her’. Turnaround time is the interval
from the time of submission of a job to the system for processing to the time of completion
of the job. Although higher throughput is desirable from the point of view of overall system
performance, but individual users are more interested in better turnaround time for their jobs.
Response time: Turnaround time is usually not a suitable measure for interactive systems,
because in an interactive system, a process can produce some output fairly early during its
execution and can continue executing while previous results are being output to the user. Thus,

INFORMATION TECHNOLOGY 45
 Operating Systems
another measure used in case of interactive systems is response time, which is the interval from
the time of submission of a job to the system for processing to the time the first response for the
job is produced by the system.
In any computer system, it is desirable to maximize throughput and to minimize turnaround
time and response time.
1.4 PROCESS MANAGEMENT
A process is a sequential program in execution. The components of a process are the following:
 The object program to be executed (called the program text in UNIX);
 The data on which the program will execute (obtained from a file or interactively from the
process’s user);
 Resources required by the program (for example, files containing requisite information); and
The status of the process’s execution.
During the lifespan of a process, its execution status may be in one of four states (associated with
each state is usually a queue on which the process resides):
 Executing: the process is currently running and has control of a CPU;
 Waiting: the process is currently able to run, but must wait until a CPU becomes available;
 Blocked: the process is currently waiting on I/O, either for input to arrive or output to be sent;
 Suspended: the process is currently able to run, but for some reason the OS has not placed the
process on the ready queue; and
 Ready: the process is in memory, will execute given CPU time.
1.4.1 Process Management in Early Systems
In early computer systems, a job was typically executed in the following manner:
 A programmer would first write the program on paper.
 It was then punched on cards or paper tape along with its data.
 The deck of cards or the paper tape containing the program and data was then submitted at the
reception counter of the computer centre.
 An operator would then take the card deck or paper tape and manually load it into the system
from card reader or paper tape reader. The operator was also responsible for loading any other
software resource (such as a language compiler) or setting hardware devices required for the
execution of the job. Before loading of the job, the operator had to use the front panel switches of
the computer system to clear the main memory to remove any data remaining from the previous
job.
 The operator would then set the appropriate switches in the front panel to run the job.
 The result of execution of the job was then printed on the printer, which was brought by the
operator to the reception counter, so that the programmer could collect it later.
 The same process had to be repeated for each and every job to be executed by the computer. This
method of job execution was known as the manual loading mechanism because the jobs had to be
manually loaded one after another by the computer operator in the computer system. Notice
that in this method, job-to-job transition was not automatic. The manual transition from one job
to another caused lot of computer time to be wasted since the computer remained idle while the
operator loaded and unloaded jobs and prepared the system for a new job. In order to reduce
this idle time of the computer, a method of automatic job-to-job transition was devised. In this

46 INFORMATION TECHNOLOGY
 Introduction to Operating Systems
method, known as batch processing, when one job is finished, the system control is automatically
transferred back to the operating system which automatically performs the housekeeping jobs
(such as clearing the memory to remove any data remaining from the previous job) needed to
load and run the next job. In case of batch processing systems, jobs were typically executed in
the following manner:
 Programmers would prepare their programs and data on card decks or paper tapes and
submitted them at the reception counter of the computer centre.
 The operator could periodically collect all the submitted programs and would batch them
together and then load them all into the input device of the system at one time.
 The operator would then give a command to the system to start executing the jobs.
 The jobs were then automatically loaded from the input device and executed by the system one-
by one without any operator intervention. That is, the system would read the first job from the
input device, execute it, print out its result on the printer, and then repeat these steps for each
subsequent job till all the jobs in the submitted batch of jobs were over.
 When all the jobs in the submitted batch were processed, the operator would separate the printed
output for each job and keep them at the reception counter so that the programmers could collect
them later.
1.5 MULTIPROGRAMMING
In multiprogramming systems, the running task keeps running until it performs an operation that
requires waiting for an external event (e.g. reading from a tape) or until the computer’s scheduler
forcibly swaps the running task out of the CPU. Multiprogramming systems are designed to
maximize CPU usage. In fact, depending on the CPU utilization during the course of processing,
jobs are broadly classified into the following two types:
 CPU-bound jobs: These jobs mostly perform numerical calculations, with little I/O operations.
They are so called because they heavily utilize the CPU during the course of their processing.
Programs used for scientific and engineering computations usually fall in this category of jobs.
 I/O-bound jobs: These jobs normally input vast amount of data, perform very little computation,
and output large amount of information. This is because during the course of their processing,
their CPU utilization is very low and most of the time, they perform I/O operations. Programs
used for commercial data processing applications usually, fall in this category of jobs.
1.5.1 Requirements of Multiprogramming Systems
Multiprogramming systems have better throughput than uniprogramming systems because the
CPU idle time is drastically reduced. However, multiprogramming systems are fairly sophisticated
because they require the following additional hardware and software features:
 Large memory: For multiprogramming to work satisfactorily, large main memory is required
to accommodate a good number of user programs along with the operating system.
 Memory protection: Computers designed for multiprogramming must provide some type
of memory protection mechanism to prevent a job in one memory partition from changing
information or instruction of a job in another memory partition. For example, in Fig. 1.5.2, we
would not want job A to inadvertently destroy something in the completely independent job
B or job C. In a multiprogramming system, this is achieved by the memory protection feature;
a combination of hardware and software, which prevents one job from addressing beyond the
limits to its own allocated memory area.
 Job status preservation: In multiprogramming, when a running job gets blocked for I/O

INFORMATION TECHNOLOGY 47
 Operating Systems
processing, the CPU is taken away from this job and is given to another job that is ready for
execution. At a later time the former job will be allocated the CPU to continue its execution. It is
note werthy that it requires preserving of the job’s complete status information when the CPU is
taken away from it and restoring this information back before the CPU is given back to it again.
To enable this, the operating system maintains a Process Control Block (PCB) for each loaded
process. A typical process control block is shown in Fig. 1.5.1. With this arrangement, before
taking away the CPU from a running process, its status is preserved in its PCB, and before the
process resumes execution when the CPU is given back to it at a later time, its status is restored
back from its PCB. Thus the process can continue do its execution without any problem.
process identifier
process state
program counter
values of various CPU
registers
accounting and sched-
uling information
I/O status information
Fig. 1.5.1: A typical Process Control Block (PCB)
Proper job mix: A proper mix of I/O-bound and CPU-bound jobs are required to effectively
overlap the operations of the CPU and I/O devices. If all the loaded jobs need I/O at the same
time, the CPU will again be idle. Hence, the main memory should contain some CPU-bound
and some I/O-bound jobs so that at least one job is always ready to utilize the CPU.
CPU scheduling: In a multiprogramming system, often there will be situations in which two
or more jobs will be in the ready state waiting for CPU to be allocated for execution. When
more than one process is in the ready state and the CPU becomes free, the operating system
must decide which of the ready jobs should be allocated the CPU for execution. The part of the
operating system concerned with this decision is called the CPU scheduler, and the algorithm it
uses is called the CPU scheduling algorithm.

1.6 MULTITASKING
Multitasking is a method with multiple tasks processes sharing common processing resources such
as a CPU. In the case of a computer with a single CPU, only one task is said to be running at any point
in time, meaning that the CPU is actively executing instructions for that task. Multitasking solves
the problem by scheduling which task may be the one running at any given time, and when another
waiting task gets a turn. The act of reassigning a CPU from one task to another one is called a context
switch. When context switches occur frequently enough the illusion of parallelism is achieved. Even
on computers with more than one CPU (called multiprocessor machines), multitasking allows many
more tasks to be run than there are CPUs.
Many persons do not distinguish between multiprogramming and multitasking because both the
terms refer to the same concept. However, some persons prefer to use the term multiprogramming
for multi-user systems (systems that are simultaneously used by many users such as mainframe and
server class systems), and multitasking for single-user systems (systems that are used by only one
user at a time such as a personal computer or a notebook computer). Note that even in a single-user
system, it is not necessary that the system works only on one job at a time. In fact, a user of a single-user
system often has multiple tasks concurrently processed by the system. For example, while editing a

48 INFORMATION TECHNOLOGY
 Introduction to Operating Systems
file in the foreground, a sorting job can be given in the background. Similarly, while compilation of
a program is in progress in the background, the user may be reading his/her electronic mails in the
foreground. In this manner, a user may concurrently work on many tasks. In such a situation, the
status of each of the tasks is normally viewed on the computer’s screen by partitioning the screen
into a number of windows. The progress of different tasks can be viewed on different windows in
a multitasking system.
Hence, for those who like to differentiate between multiprogramming and multitasking,
multiprogramming is the concurrent execution of multiple jobs (of same or different users) in a multi user
system, while multitasking is the concurrent execution of multiple jobs (often referred to as tasks of same user)
in a single-user system.

1.7 MULTITHREADING
Threads are a popular way to improve application performance. In traditional operating systems,
the basic unit of CPU utilization is a process. Each process has its own program counter, its own
register states, its own stack, and its own address space (memory area allocated to it). On the other
hand, in operating systems, with threads facility, the basic unit of CPU utilization is a thread. In
these operating systems, a process consists of an address space and one or more threads of control
as shown in Fig 1.7.1 (a). Each thread of a process has its own program counter, its own register
states, and its own stack. But all the threads of a process share the same address space. Hence, they
also share the same global variables. In addition, all threads of a process also share the same set of
operating system resources, such as open files, signals, accounting information, and so on. Due to
the sharing of address space, there is no protection between the threads of a process. However, this
is not a problem. Protection between processes is needed because different processes may belong to
different users. But a process (and hence, all its threads) is always owned by a single user. Therefore,
protection between multiple threads of a process is not necessary. If protection is required between
two threads of a process, it is preferable to put them in different processes, instead of putting them
in a single process.

Address space Address space

Thread Thread Thread Thread

(a) (b)
Figure 1.7.1: (a) Single-threaded and (b) multithreaded processes
A single-threaded process corresponds to a process of a traditional operating system. Threads share
a CPU in the same way as processes do. At a particular instance of time, a thread can be in anyone
of several states namely, running, blocked, ready, or terminated. Due to these similarities, threads
are often viewed as miniprocesses. In fact, in operating systems with threads facility, a process
having a single thread corresponds to a process of a traditional operating system as shown in Fig.

INFORMATION TECHNOLOGY 49
 Operating Systems
1.7.1 (b). Threads are often referred to as lightweight processes and traditional processes are referred
to as heavyweight processes.

1.8 MULTIPROCESSING
Multiprocessing is the use of two or more Central Processing Units (CPUs) within a single computer
system. The term also refers to the ability of a system to support more than one processor and/or
the ability to allocate tasks between them. There are many variations on this basic theme, and the
definition of multiprocessing can vary with context, mostly as a function of how CPUs are defined
(multiple cores on one die, multiple dies in one package, multiple packages in one system unit,
etc.). Multiprocessing sometimes refers to the execution of multiple concurrent software processes
in a system as opposed to a single process at any one instant. However, the terms multitasking or
multiprogramming are more appropriate to describe this concept, which is implemented mostly in
software, whereas multiprocessing is more appropriate to describe the use of multiple hardware
CPUs. A system can be both multiprocessing and multiprogramming, only one of the two, or neither
of the two.
In a multiprocessing system, all CPUs may be equal, or some may be reserved for special purposes.
A combination of hardware and operating-system software design considerations determine the
symmetry (or lack thereof) in a given system. For example, hardware or software considerations may
require that only one CPU respond to all hardware interrupts, whereas all other work in the system
may be distributed equally among CPUs; or execution of kernel-mode code may be restricted to
only one processor (either a specific processor, or only one processor at a time), whereas user-mode
code may be executed in any combination of processors. Multiprocessing systems are often easier
to design if such restrictions are imposed, but they tend to be less efficient than systems in which all
CPUs are utilized. Systems that treat all CPUs equally are called Symmetric Multiprocessing (SMP)
systems. In systems where all CPUs are not equal, system resources may be divided in a number
of ways, including Asymmetric Multiprocessing (ASMP), Non-Uniform Memory Access (NUMA)
multiprocessing, and clustered multiprocessing.
Multiprocessing systems are basically of two types namely, tightly-coupled systems and loosely-
coupled systems:
 Tightly and Loosely Coupled Multiprocessing Systems: Tightly-coupled multiprocessor
systems contain multiple CPUs that are connected at the bus level. These CPUs may have access
to a central shared memory (SMP or UMA), or may participate in a memory hierarchy with both
local and shared memory (NUMA). The IBM p690 Regatta is an example of a high end SMP
system. Intel Xeon processors dominated the multiprocessor market for business PCs and were
the only x86 option until the release of AMD’s Opteron range of processors in 2004. Both ranges
of processors had their own onboard cache but provided access to shared memory; the Xeon
processors via a common pipe and the Opteron processors via independent pathways to the
system RAM. Chip multiprocessors, also known as multi-core computing, involves more than
one processor placed on a single chip and can be thought of the most extreme form of tightly-
coupled multiprocessing. Mainframe systems with multiple processors are often tightly-coupled.
 Loosely Coupled Multiprocessing Systems: Loosely-coupled multiprocessor systems (often
referred to as clusters) are based on multiple standalone single or dual processor commodity
computers interconnected via a high speed communication system (Gigabit Ethernet is common).
A Linux Beowulf cluster is an example of a loosely-coupled system.
Tightly-coupled systems perform better and are physically smaller than loosely-coupled systems, but

50 INFORMATION TECHNOLOGY
 Introduction to Operating Systems
have historically required greater initial investments and may depreciate rapidly; nodes in a loosely-
coupled system are usually inexpensive commodity computers and can be recycled as independent
machines upon retirement from the cluster. Power consumption is also a consideration. Tightly-
coupled systems tend to be much more energy efficient than clusters. This is because considerable
economies can be realized by designing components to work together from the beginning in tightly-
coupled systems, whereas loosely-coupled systems use components that were not necessarily
intended specifically for use in such systems.
1.8.1 Difference between Multiprogramming and Multiprocessing
Multiprogramming is the interleaved execution of two or more processes by a single-CPU computer
system. On the other hand, multiprocessing is the simultaneous execution of two or more processes
by a computer system having more than one CPU. To be more specific, multiprogramming involves
executing a portion of one program, then a segment of another, etc., in brief consecutive time periods.
Multiprocessing, however, makes it possible for the system to simultaneously work on several
program segments of one or more programs.
1.8.2 Advantages and Limitations of Multiprocessing
Multiprocessing systems normally have the following advantages:
 Better Performance: Due to multiplicity of processors, multiprocessor systems have better
performance than single-processor systems. That is, the multiple processors of such a system can
be utilized properly for providing shorter response times and higher throughput than a single-
processor system. For example, if there are two different programs to be run, two processors are
evidently more powerful than one because the programs can be simultaneously run on different
processors.
 Better Reliability: Due to multiplicity of processors, multiprocessor systems also have better
reliability than single-processor systems. In a properly designed multiprocessor system, if
one of the processors breaks down, the other processor(s) automatically takes over the system
workload until repairs are made. Thus a complete breakdown of such systems can be avoided.
For example, if a system has 4 processors and one fails, then the remaining 3 processors can
be utilized to process the jobs submitted to the system. Thus, the entire system runs only 25%
slower, rather than failing altogether. This ability of a system to continue providing service
proportional to the level of non-failed hardware is called graceful degradation feature.
Multiprocessing systems, however, require a very sophisticated operating system to schedule,
balance, and coordinate the input, output, and processing activities of multiple processors. The
design of such an operating system is a complex and time taking job. Moreover, multiprocessing
systems are expensive to procure and maintain. In addition to the high charge paid initially, the
regular operation and maintenance of these systems is also a costly affair.

1.9 TIME-SHARING
Time-sharing is the sharing of a computing resource among many users by means of
multiprogramming and multi-tasking. This concept was introduced in the 1960s, and emerged as
the prominent model of computing in the 1970s, represents a major technological shift in the history
of computing. By allowing a large number of users to interact concurrently with a single computer,
time-sharing dramatically lowered the cost of providing computing capability, made it possible for
individuals and organizations to use a computer without owning one, and promoted the interactive
use of computers and the development of new interactive applications. Time-sharing is a mechanism
to provide simultaneous interactive use of a computer system by many users in such a way that each

INFORMATION TECHNOLOGY 51
 Operating Systems
user is given the impression that he/she has his/her own computer. It uses multiprogramming with
a special CPU scheduling algorithm to achieve this.
1.9.1 Requirements of Time-sharing Systems
Time-sharing systems typically require the following additional hardware and software features:
 A number of terminals simultaneously connected to the system so that multiple users can
simultaneously use the system in an interactive mode;
 A relatively large memory to support multiprogramming;
 Memory protection mechanism to prevent one job’s instructions and data from other jobs in a
multiprogramming environment;
 Job status preservation mechanism to preserve a job’s complete status information when the
CPU is taken away from it and restoring this information back before the CPU is given back to
it again;
 A special CPU scheduling algorithm that allocates a very short period of CPU time one-by-one
to each user process in a circular fashion; and
 An alarm clock mechanism to send an interrupt signal to the CPU after every time slices.
1.9.2 Advantages of Time-sharing Systems
Although time-sharing systems are complex to design but they provide several advantages to their
users. The main advantages of time-sharing systems are given as follows:
 Reduces CPU idle time: While a particular user is engaged in thinking or typing his/her input,
a time-sharing system can provide to service many other users. In this manner, time-sharing
systems help in reducing the CPU idle time to a great extent, increasing the system throughput.
 Provides advantages of quick response time: The special CPU scheduling algorithm used
in timesharing systems ensures quick response time to all users. This feature allows users to
interact with the system more rapidly while working on their problem. For example, a time-
sharing system can be effectively used for interactive programming and debugging to improve
programmers efficiency. Multiple programmers can simultaneously proceed step-by-step,
writing, testing and debugging portions of their programs or trying out various approaches
to a problem solution. The greatest benefit of such a system is that errors can be encountered,
corrected, and work can continue immediately for all the simultaneous users of the system. This
is in contrast to a batch system in which errors are corrected offline and the job is resubmitted for
another run. The time delay between job submission and return of the output in a batch system
is often measured in hours.
 Offers good computing facility to small users: Small users can gain direct access to much more
sophisticated hardware and software than they could otherwise justify or afford. In time-sharing
systems, they merely pay a fee for resources used and are relieved of the hardware, software,
and personnel problems associated with acquiring and maintaining their own installation.

1.10 FILE MANAGEMENT

A file is a collection of related information. Every file has a name, its data, and attributes. The name
of a file uniquely identifies it in the system and is used by its users to access it. A file’s data is its
contents. The contents of a file are a sequence of bits, bytes, lines or records, whose meaning is defined
by the file’s creator and user. The attribute of a file contains other information about the file such as

52 INFORMATION TECHNOLOGY
 Introduction to Operating Systems
the date and time of its creation, date and time of last access, date and time of last update, its current
size, its protection features etc. the list of attributes mentioned for a file varies considerably from one
system to another. The file management module of an operating system takes care of file-related
activities such as structuring, accessing, naming, sharing, and protection of files.
1.10.1 File Access Methods
To use the information stored in a file, it must be accessed and read into computer memory. Two
commonly supported file access methods at operating system level are sequential and random
access. These are briefly discussed given below:
 Sequential Access: Sequential access means that a group of elements (e.g. data in a memory
array or a disk file or on a tape) is accessed in a predetermined, ordered sequence. Sequential
access is sometimes the only way of accessing the data, for example if it is on a tape. It may also
be the access method of choice, for example, if we simply want to process a sequence of data
elements in order.
 Random Access: Random access files consist of records that can be accessed in any sequence.
This means the data is stored exactly as it appears in memory, thus saving processing time
(because no translation is necessary) both when the file is written and when it is read. Random
files are a better solution to database problems than sequential files, although there are a few
disadvantages. For one thing, random files are not especially transportable. Unlike sequential
files, we cannot peek inside them with an editor, or type them in a meaningful way to the screen.
All operating systems do not support both sequential and random access files. Some of them only
support sequential access files, whereas some of them only support random access files, while there
are some operating systems, which support both. Those, which support files of both types, normally
require that a file be declared as sequential or random, when it is created; such a file can be accessed
only in a manner consistent with its declaration. Most of the modern operating systems support
only random access files.
1.10.2 File Operations
An operating system provides a set of operations to deal with files and their contents. A typical set
of file operation provided by an operating system may be given as follows:
 Create: This is used to create a new file.
 Delete: This is used to delete an existing file that is no longer needed.
 Open: This operation is used to open an existing file when a user wants to start using it.
 Close: When a user has finished using a file, the file must be closed using this operation.
 Read: This is used to read data stored in a file.
 Write: This is used to write new data in a file.
 Seek: This operation is used with random access files to first position the read/write pointer to
a specific place in the file, so that data can be read from, or written to, that position.
 Get Attributes: This is used to access the attributes of a file.
 Set Attributes: This is used to change the user-settable attributes such as protection mode, of a
file.
 Rename: This is used to change the name of an existing file.
 Copy: This is used to create a copy of a file, or to copy a file to an I/O device such as a printer or
a display.

INFORMATION TECHNOLOGY 53
 Operating Systems
1.11 OPERATING SYSTEM STRUCTURE
In this section, we will have a look at 'how various components are put together to form an operating
system'. These are discussed as follows:
1.11.1 Layered Structure
A layered design of an operating system architecture attempts to achieve robustness by structuring
the architecture into layers with different privileges. The most privileged layer would contain code
dealing with interrupt handling and context switching, the layers above that would follow with
device drivers, memory management, file systems, user interface, and finally the least privileged
layer would contain the applications. MULTICS is a prominent example of a layered operating
system, designed with eight layers formed into protection rings, whose boundaries could only be
crossed using specialized instructions. Contemporary operating systems, however, do not use the
layered design, as it is deemed too restrictive and requires specific hardware support.
Most modern operating systems organize their components into a number of layers (levels), each built
on top of lower layers. The bottom layer (layer 0) is the hardware, and the highest layer (layer) is the
user interface. The number of in-between layers and their contents vary from one operating system
to another. The main advantage of the layered approach is modularity. The layers are selected such
that each layer uses the functions and services provided by its immediate lower layer. This approach
greatly simplifies the design and implementation of the system because each layer is implemented
using only those operations provided by its immediate lower level layer.
1.11.2 Kernel
Kernel is the central component of most computer operating systems; it is a bridge between
applications and the actual data processing done at the hardware level. The kernel’s responsibilities
include managing the system’s resources (the communication between hardware and software
components). Usually as a basic component of an operating system, a kernel can provide the lowest-
level abstraction layer for the resources (especially processors and I/O devices) that application
software must control to perform its function. It typically makes these facilities available to
application processes through inter-process communication mechanisms and system calls.
Operating system tasks are done differently by different kernels, depending on their design and
implementation. While monolithic kernels execute all the operating system code in the same address
space to increase the performance of the system, microkernels run most of the operating system
services in user space as servers, aiming to improve maintainability and modularity of the operating
system. A range of possibilities exists between these two extremes.
1.11.3 Monolithic Kernel versus Microkernel
The two commonly used models for kernel design in operating systems are the monolithic kernel
and the microkernel. In a monolithic kernel, all OS services run along with the main kernel thread,
thus also residing in the same memory area. This approach provides rich and powerful hardware
access. Some developers, such as UNIX developer Ken Thompson, maintain that it is “easier to
implement a monolithic kernel” than microkernels. The main disadvantages of monolithic kernels
are the dependencies between system components, a bug in a device driver might crash the entire
system, and the fact that large kernels can become very difficult to maintain.
The microkernel approach consists of defining a simple abstraction over the hardware, with a set
of primitives or system calls to implement minimal OS services such as memory management,

54 INFORMATION TECHNOLOGY
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multitasking, and inter-process communication. Other services, including those normally provided
by the kernel, such as networking, are implemented in user-space programs, referred to as servers.
Microkernels are easier to maintain than monolithic kernels, but the large number of system calls
and context switches might slow down the system because they typically generate more overhead
than plain function calls.
A microkernel allows the implementation of the remaining part of the operating system as a normal
application program written in a high-level language, and the use of different operating systems
on top of the same unchanged kernel. It is also possible to dynamically switch among operating
systems and to have more than one active simultaneously.
As the computer kernel grows, a number of problems become evident. One of the most obvious is that
the memory footprint increases. This is mitigated to some degree by perfecting the virtual memory
system, but not all computer architectures have virtual memory support. To reduce the kernel’s
footprint, extensive editing has to be performed to carefully remove unneeded code, which can be
very difficult with non-obvious interdependencies between parts of a kernel with millions of lines of
code. By the early 1990s, due to the various shortcomings of monolithic kernels versus microkernels,
monolithic kernels were considered obsolete by virtually all operating system researchers. As a
result, the design of Linux as a monolithic kernel rather than a microkernel was the topic of a famous
debate between famous scientists, Linus Torvalds and Andrew Tanenbaum. There is merit on both
sides of the argument presented in the Tanenbaum and Torvalds debate.
1.11.4 Resident and Non-resident Operating System Modules
With all the functionalities of an operating system implemented, it becomes a large software.
Obviously, all the functionalities of an operating system are not needed all the time. As the main
memory capacity of a system is limited, it is customary to always keep in the system's memory only
a very small part of the operating system and to keep its remaining part on an on-line storage device
such as hard disk. Those modules of an operating system that are always kept in the system's main
memory are called resident modules and those that are kept on hard disk are called non-resident
modules. The non-resident modules are loaded into the memory on demand, that is, as and when
they are needed for execution.
The system kernel should not be confused with the resident models of the operating system. The two
are not necessarily the same. In fact, for most operating systems they are different. The following
two criteria normally determine whether a particular operating system module should be resident:
Its frequency of use, and

 Whether the system can operate at all with out it.

1.12 OTHER RELATED CONCEPTS

Few other important concepts related to operating systems are briefly discussed as follows:
1.12.1 Real-time Operating system
A Real-Time Operating System (RTOS) is an operating system (OS) intended to serve real-time
application requests. A key characteristic of an RTOS is the level of its consistency concerning the
amount of time it takes to accept and complete an application’s task; the variability is jitter. A hard
real-time operating system has less jitter than a soft real-time operating system. The chief design
goal is not high throughput, but rather a guarantee of a soft or hard performance category. An RTOS

INFORMATION TECHNOLOGY 55
 Operating Systems
that can usually or generally meet a deadline is a soft real-time OS, but if it can meet a deadline
deterministically it is a hard real-time OS. A real-time OS has an advanced algorithm for scheduling.
Scheduler flexibility enables a wider, computer-system orchestration of process priorities, but a real-
time OS is more frequently dedicated to a narrow set of applications. Key factors in a real-time OS
are minimal interrupt latency and minimal thread switching latency, but a real-time OS is valued
more for how quickly or how predictably it can respond than for the amount of work it can perform
in a given period of time. A few examples of such applications are:
 An aircraft must process accelerometer data within a certain period (say every 20 milliseconds)
that depends on the specifications of the aircraft. Failure to do so could cause the aircraft to go
away from its right course or may even cause it to crash.
 Failure to respond in time to an error condition in a nuclear reactor thermal power plant could
result in a melt down.
 Failure to respond in to time to an error conditions in the assembly lime of a automated factory
could result in several product units that will have to be ultimately discarded.
 A request for booking a ticket in computerized railway reservation system must be processed
within the passengers; perception of a reasonable time.
1.12.2 Distributed Operating Systems
A Distributed operating system is the logical aggregation of operating system software over a
collection of independent, networked, communicating, and spatially disseminated computational
nodes. Individual system nodes each hold a discrete software subset of the global aggregate operating
system. Each node-level software subset is a composition of two distinct provisioners of services. The
first is a ubiquitous minimal kernel, or microkernel, situated directly above each node’s hardware.
The microkernel provides only the necessary mechanisms for a node’s functionality. Second is a
higher-level collection of system management components, providing all necessary policies for a
node’s individual and collaborative activities. This collection of management components exists
immediately above the microkernel, and below any user applications or APIs that might reside at
higher levels.
These two entities, the microkernel and the management components collection, work together.
They support the global system’s goal of seamlessly integrating all network-connected resources and
processing functionality into an efficient, available, and unified system. This seamless integration
of individual nodes into a global system is referred to as transparency, or Single system image;
describing the illusion provided to users of the global system’s appearance as a singular and local
computational entity. The operating systems commonly used for distributed computing systems
can be broadly classified into two types of network operating systems and distributed operating
systems. The three most important features commonly used to differentiate between these two types
of operating systems are system image, autonomy, and fault tolerance capability. These features
are explained below:
 System Image: The most important feature used to differentiate between the two types of
operating system is the image of the distributed computing system from the point of view of its
users. In case of a network operating system, the users view the distributed computing system
as a collection of distinct machines connected by a communication subsystem. That is the users
are aware of the fact that multiple computers are being used. On the other hand, a distributed
operating system hides the existence of multiple computers and provides a single system image
to its users. That is, it makes a collection of networked machines appear to its users as a virtual

56 INFORMATION TECHNOLOGY
 Introduction to Operating Systems
uniprocessor by providing similar type of user interface as provided by centralized operating
system.
Autonomy: In a network operating each computer of the distributed computing system has it
own local operating system (the operating systems of different computers may be the same or
different), and there is essentially no coordination at all among the computers except for the
rule that when two processes of different computers communicate with each other, they must
use a mutually agreed on communication protocol. Each computer functions independently
of other computers in the sense that each one makes independent decision about the creation
and termination of their own processes and management of local resources. It is noteworthy
that due to the possibility of difference in local operating systems, the system call from different
computers of the same distributed computing system may be different in this case.
On the other hand, with a distributed operating system, there is a single system- wide operating
system and each computer of the distributed computing system runs a part of this global
operating system. The distributed operating system tightly interweaves all the computers of the
distributed computing system in the sense that they work in close cooperation with each other
for the efficient and effective utilization of the various resources of the system. That is processes
and several resources are managed globally (some resources are managed locally). Moreover
there is a single set of globally valid system calls available on all computers of the distributed
computing system.
 Fault tolerance capability: A network operating system provides little or no fault tolerance
capability in the sense that of 10% of the machines of the entire distributed computing system
are down at any moment, at least 10% of the users are unable to continue with their work. On
the other hand, with a distributed operating system, most of the users are normally unaffected
by the failed machines and can continue to perform their work normally, with only a 10% loss in
performance of the entire distributed computing system. Therefore, the fault tolerance capability
of distributed operating system is usually very high a compared to that of a network operating
system.
In short, both network operating systems and distributed operating system deal w i t h m u l t i p l e
computers interconnected together by a communication network. In case of a network operating
system the user view the system as a collection a distinct computers, but in case of distributed
operating system the user views the system as a ‘virtual uniprocessor’.

INFORMATION TECHNOLOGY 57
 UNIT - 3
OFFICE AUTOMATION
 SECTION-A
MS-WORD 2010
 1
C Introduction to MS-WORD 2010
H
A INTRODUCTION TO
MS-WORD 2010
P
T
E
R

LEARNING OBJECTIVES
 To introduce basic features of a Word 2010 processing software.
 To manage documents such as opening, creating, saving, editing and printing of word
documents. (File Tab)
 To work with format painter, font and its styles, to edit text and paragraphs, to create lists and
work with bullets and numberings. (Home Tab)
1.1 INTRODUCTION
We can work with Word 2010's rich functionality just about anywhere: using an internet browser,
a mobile phone or our desktop computer. Using Microsoft Office Mobile 2010, we can use our
Windows Phone 7 to work with our files from anywhere. Word Mobile 2010 is part of Office Mobile
and is already on our Windows Phone 7 in the Office hub, so we don’t need to download or install
anything else to get started.

1.2 FEATURES OF WORD 2010

1. Formatting Effects
MS Word 2010 has new and improved formatting effects through which we can add effects such
as gradient fills and reflections directly to the text in our document. We can also apply many of the
same effects to text and shapes that we might already use for pictures, charts and SmartArt graphics.

Shadow

Reflection

Glow

Fig. 1.2.1 : Different Formatting Effects

INFORMATION TECHNOLOGY 61
 Office automation-MS-WORD 2010
2. Navigation Pane
Using the Navigation Pane, we can search for text as well as graphics, tables, equations and other
non-textual elements. Results of the search appear in three views of the Navigation Pane and we can
click a search result there to go to the corresponding match in the document.The much improved
Navigation Pane and Find tools save time and simplify our work. The new enhancements make
it easier than ever to browse, search and even reorganize document content right from a single,
easy-to-use pane.
a. How to open a Navigation Pane?
On the View tab on the Ribbon, select the Navigation Pane check box or an other way is to
press CTRL+F on the keyboard, which opens the search area of the Navigation Pane.
b. What can be done using Navigation Pane?
One can click a heading or page in the Navigation Pane and can go right to that spot in the
document. One can also add, delete and reorganize content and search for text and objects.
c. What are the different views provided by the Navigation Pane?
The Navigation Pane provides three views of our document as shown in the Fig(s) 1.2.2, 1.2.3
and 1.2.4 respectively:
(i) Headings View : This view provides a hierarchy of headings in our document.
A user can quickly navigate to a particular heading in the document by clicking
the heading/sub-heading in the Navigation Pane. The bar with the up-arrow
at the top provides a way to jump to the top of the document. The up arrow
positions us at the previous heading and the down arrow positions us at the
next heading.
(ii) Thumbnail Page View: This view provides thumbnail images of the pages
in our document. This can be initiated by clicking on the middle button that
displays thumbnail images of each page in the document. The thumbnail view
provides a way to quickly jump to any page. Unlike the Headings view, we
can’t move content around by clicking and dragging a thumbnail.The up and
down arrows move a user to the previous page and the next page respectively.
(iii) Search Results View: This view provides the result
of the current search. If we are searching for occurrences
of a word or phrase, this is the view to use. Start typing
Fig. 1.2.2:
in the search box and Word 2010 immediately starts
Headings View
searching the document for the words we input. The
words or phrases are highlighted in yellow in
the document and the number of occurrences is
displayed at the top of the pane. If there are few
enough occurrences, a snippet of text containing
the words is displayed in the pane. Clicking on a
particular snippet will take us to its location in the
document and the words remain highlighted.

Fig. 1.2.3: Thumbnail Fig. 1.2.4: Search

Page View Results View

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3. Integration of Screenshot feature
The screenshot tool in Microsoft Word 2010 allows us to capture an image of a particular screen
and then insert it into our document. However, this feature is not available if we are working on a
document in compatibility mode, as it is new to Word 2010.
The option of screenshot can be reached out by clicking Insert->> Illustrations->>Screenshot as
shown in the Fig. 1.2.5. When we click screenshot, we automatically get few screenshot samples from
the background (that is at the back of the word document). We can either select from the available
screenshots or click on “Screen clipping” to take the screenshot ourselves.
If we select “Screen Clipping”, our word document will get minimized and a resizable window
will appear over our background.

Fig. 1.2.5: Screen Clipping

4. Background Removal Tool
It is a handy new tool that narrows the gap between word processor and image editor. If there are
large areas of a picture that Word can identify as being the background, we can remove it very
easily using the Background Removal Tool. To do so, select the picture and double click it.The
Format tab gets activated. Click on to Remove Background option shown in the Fig. 1.2.6 and click
on Background Removal.

Fig. 1.2.6: Remove Background option Fig. 1.2.7: Background Removal option
The area with purple color as highlighted in the Fig. 1.2.7 will be erased and the one with the original
color will stay. Simply drag the area to use “Mark to Include” and “Mark to remove” options to
mark the area to be removed from images.

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5. Backstage View
Backstage View is the nerve center of Word 2010, wherein we can perform actions that affect the
whole document (for example saving and printing) or the Word program itself. In the Microsoft
Office Backstage view, we do everything to a file that we do not do in the file. The latest innovation
in the Microsoft Office Fluent user interface and a companion feature to the Ribbon, the Backstage
view is where we manage our files — creating, saving, inspecting for hidden metadata or personal
information and setting options.
6. Artistic Effects
There are lots of different Artistic Effects with just one mouse click that can be applied to the
pictures we insert into our Word document. The beauty of Artistic Effects is that we can apply them
quickly and we don’t have to perform complicated steps to get stunning results. If we have time to
experiment, though, we might like to exert more control over the effects by using the Artistic Effect
Options.We can apply artistic effects to a picture or a picture fill to make the picture look more like
a sketch, drawing or painting. A picture fill is a shape or other object with a picture applied to “fill
it”. We can apply only one artistic effect at a time to a picture, so applying a different artistic effect
will remove the previously applied artistic effect.
7. Open Type Features
We can use the new OpenType features in Microsoft Word 2010 with a font that supports these
features to make our document look professionally printed. The OpenType features include
ligatures, number spacing options, number form options and stylistic sets.
8. More Themes
A theme in Office affects the whole document and offers a way to co-ordinate different elements of
the page stylishly. Live previews (just hover over the thumbnail image of the theme) let us see what
the theme will look like when applied, before we actually apply it.
9. Protected View
Word 2010 will open documents in protected view if they come from an untrusted source, such as:
 the internet;
 an email attachment;
 our temporary internet files folder;
 a location defined in network policy as unsafe.
The document is opened in read only mode in a “sandbox” for safety. In Protected View, files are
opened with editing functions disabled. Files from a potentially unsafe location, such as the Internet
or an e-mail attachment or that contain active content, such as macros, data connections or ActiveX
controls, are validated and can open in Protected View. Files from trusted sources can be enabled by
clicking Enable Editing or data about the file can be explored in the Microsoft Office Backstage view.
10. New numbering formats
Word 2010 includes new fixed-digit numbering formats, such as 001, 002, 003... and 0001, 0002, 0003....
 Check box content control: Now we can add quickly add a check box to forms or lists.
 Alternative text on tables: We can add a title to a table and a summary, so that readers have
access to additional information.

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11. New Smart Art graphic picture layouts
In Word 2010, we can use the new SmartArt graphics picture layouts to tell our story with
photographs or other images. Just insert our pictures in the SmartArt shapes of our picture layout
diagram. Each shape also has a caption where we can add descriptive text. Even better, if we already
have pictures in our document, we can quickly convert them to a SmartArt graphic, just like we
can with text.
Using this layout to create a SmartArt graphic is simple, do the following:
 Insert the SmartArt graphic picture layout.
 Add selected photographs.
 Write descriptive text.
 Word includes several different picture layouts to choose from.
12. Better picture compression and cropping
We can use the new and improved picture-editing tools to trim images and get just the look that
we want. Now we have better control of the image quality and compression trade-offs so that we
can make the right choice for the medium (print, screen or e-mail) that our document is used for.
13. Work on the same document at the same time
In Word 2010, we can work together right within Word. We do not have to send with e-mail
attachments or save draft documents with names. Instead, we just open our document and start to
work. We can see who else is working with us and where they are editing.
When we open a shared document, Word automatically caches it so that we can make changes to
it offline and then Word automatically syncs our changes when we come back online. When we
must work away from the office, we no longer have to worry about saving local copies or manually
merging our changes into the server document when we return to our office.

1.3 GETTING STARTED WITH MS WORD 2010

The way to load MS-Word 2010 is displayed in Fig. 1.3.1. We click on the Start button in the bottom
left hand corner and then select Microsoft Office in which we select Microsoft Office Word 2010.

Fig. 1.3.1: How to start MS Word 2010

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 Office automation-MS-WORD 2010
On click of MS Word 2010, the following Fig. 1.3.2 gets opened.

Quick Access Toolbar Title Bar Minimize Button

Close
Button

Ruler

Vertical
Scrollbar
Insertion
Point

Horizontal
Status Bar View Buttons Zoom Slider
Scrollbar

Fig. 1.3.2: Introduction to MS Word 2010

1.3.1 Quick Access Toolbar
The Quick Access Toolbar provides us with access to commands we frequently use. By default
Save, Undo and Redo appear on the Quick Access toolbar. We can use Save to save our file, Undo
to rollback an action we have taken and Redo to reapply an action we have rolled back, Print
Preview/Print the document, to check for Spelling and Grammar in the document as shown in the
Fig. 1.3.3.

Fig. 1.3.3: Quick Access Toolbar

1.3.2 The Title Bar
Next to the Quick Access toolbar is the Title Bar which displays the title of the document on which
we are currently working. Usually, Word names the first new document we open as Document1. As

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we open additional new documents, Word names them sequentially. When we save our document,
we assign the document a new name as desired by the user.
1.3.3 The Ruler
We can use the horizontal and vertical rulers to align text, graphics, tables and other elements in our
document. If the ruler is not visible, we shall either follow these steps:

Fig. 1.3.4: The Ruler

(i) Click the View tab to choose it.
(ii) Click the check box next to Ruler in the Show group. The ruler appears below the Ribbon as
shown in Fig. 1.3.4.
Or
Click View Ruler at the top of the vertical scroll bar.
Note: If we want to hide the ruler, we just have to un-check the checkbox next to ruler or click View
Ruler at the top of the vertical scroll bar.
1.3.4 The Text Area
TextArea is a large area just below the ruler where the desired content can be inserted. The blinking
vertical line in the upper-left corner of the text area is the cursor which marks the insertion point.
As we type, our text displays at the cursor location. The horizontal line next to the cursor marks the
end of the document as shown below in Fig. 1.3.5.

Fig. 1.3.5: Text Area

The vertical and horizontal scroll bars as shown in the Fig. 1.3.5 enable us to move up, down and
across our window simply by dragging the icon located on the scroll bar. The vertical scroll bar is
located along the right side of the screen and the horizontal scroll bar is located just above the status
bar. To move up and down our document, we shall click and drag the vertical scroll bar up and

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 Office automation-MS-WORD 2010
down. To move back and forth across our document, we can click and drag the horizontal scroll bar
back and forth. We will not see a horizontal scroll bar if the width of our document fits on our screen.
1.4 FILE Tab: To click on to the File tab, we shall either click on to the option File or press Alt + F.
The File tab has the following options:
1. Save
2. Save As
3. Open
4. Close
5. Info
6. New
7. Print
8. Save & Send
9. Help
10. Options
11. Exit
1.4.1 To create a New Document Fig. 1.4.1: To Create a New Document
(i) Click File ->>New.
(ii) If we want to start with the equivalent of a blank piece of paper, double-click Blank document
as shown in the Fig. 1.4.1.
Or
Press Ctrl + N.
1.4.2 To enter text in the document
Type the first few lines of the text as shown in Fig. 1.4.2 by placing the cursor on the desired position.

Fig. 1.4.2: Entering Text in the word Document

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1.4.3 To Save a Document
When we interrupt our work or quit, we must save our
document else it will get lost. When we save our document,
the document is saved as a file on our computer, where we can
open it later to modify it and print it.
(i) Click Save(Ctrl + S) on the Quick Access Toolbar.
(ii) If this document was already saved as a file, any changes
we made are immediately saved in the document and we
can continue working.
(iii) If this is a new document that we have not yet saved, we Fig. 1.4.3: ‘Save As’ Dialog Box
shall type a name for it as shown in the Fig. 1.4.3.
(iv) Click Save.
Or
Press CTRL + S to save the document.
1.4.4 To Close a Document
To close a Word document, we can either click the File->>
Close or Press Ctrl + W.
1.4.5 To Rename a Document
To rename a word document, do the following:
Fig. 1.4.4: ‘Rename’ Dialog Box
(i) Click the File option and the option Open.
(ii) Choose the document and right-click it with the mouse and select Rename from the shortcut
menu as shown in Fig. 1.4.4.
(iii) Type the new name for the file and press the ENTER key.
1.4.6 Open an Existing Document
To open an existing word document, do any of the following:
(i) The fastest way to open a file from the Open dialog box is
to double-click the file we want to open, or
(ii) Click the File tab and select the option Open, or
(iii) Press Ctrl + O on the keyboard, or
(iv) If we have recently used the document, we shall click the File
tab and click the option Recent in the window as depicted
in the Fig. 1.4.5.
1.4.7 To print an existing Word Document Fig. 1.4.5: Opening Existing
Document
Do any of the following to print a Word Document:
(i) Press Ctrl + P, or
(ii) Click File- > Print.
The following Print Dialog box gets opened which shows the dialog box on the click of the option
Printer Properties. On the Print tab, the properties for our default printer automatically appear
in the first section and the preview of that document automatically appears in the second section.

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Click the File tab and then click Print. To go back to our document and make changes before we
print it, we shall click the File tab.
When the properties for our printer and document appear the way that we want them to, click
Print. Some of the brief description on the options shown in the Fig. 1.4.6 under the option Print
is as under:

Fig. 1.4.6: Print Dialog Box & Printer Properties

 Copies: To mention the number of copies of the document that is to be printed.
 Printer: To list all the printers attached with the system.
 Settings: To select the options like – to print the entire document, to print the selected content,
to print the current page etc.
 Pages: The range of pages in the document that are to be printed.
 Collated: If we have a document that consists of five pages and we are printing multiple copies,
we can either print them collated or normal. When they are collated, they are in page 1-5 order
for each of the five sets. If they are not collated, five copies of the first page are printed, then five
of the second and so on.
 Orientation: To select the orientation of the pages (landscape or portrait) of the document to be
printed.
 Letter: To select the size of the paper on which the printed output is to be taken.
 Custom Margins: To select the margins of the document to be printed.
 Print Button: Once all the settings are done, click on the Print button to get the printout of the
document with the desired settings mentioned above.
To change the properties for the selected printer, click Printer Properties, under the printer name.
1.4.8 Info
To edit or view document information, we shall click on the File tab and click on to the tab Info.

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Fig. 1.4.7: Info Tab Fig. 1.4.8: Protect Document

I. Permissions
Protect any Word Document
In an open document, click the File tab. The Backstage view opens. In
the Backstage view, click Info. In Permissions, click Protect Document
shown in the Fig. 1.4.7. The following Fig. 1.4.8 is an example of the
Fig. 1.4.9: Mark as
Protect Document options.
Final Option
A. Mark as Final: When a document is marked as final; typing, editing commands and proofing
marks are disabled or turned off and the document becomes read-only. The Mark as Final
command helps us communicate that we are sharing a completed version of a document. It
also helps prevent reviewers or readers from making
inadvertent changes to the document. The Mark as
Final option is displayed in the Fig. 1.4.9.
B. Encrypt with Password: When we select Encrypt with
Password, the Encrypt Document dialog appears
as shown in Fig. 1.4.10. In the Password box, type a
password. Microsoft cannot retrieve lost or forgotten
passwords, so it is advisable to keep a list of our
passwords and corresponding file names in a safe place. Fig. 1.4.10: Encrypt document
C. Restrict Editing: When we select Restrict Editing, three Dialog Box
options appear as displayed in the Fig. 1.4.11:
- Formatting restrictions: This reduces formatting options, preserving a look and feel.
Click Settings to select which style are allowed.
- Editing restrictions: We control how the file can be edited or we can disable editing.
Click Exceptions or More users to control those who can edit.

- Start enforcement: Click Yes, Start Enforcing Protection to select password protection
or user authentication. In addition, we can click Restrict permission to add or remove
editors who will have restricted permissions.

D. Restrict Permission by People: A user can apply permissions via a template that is used by
his/her organization or we can add permissions by clicking Restrict Access.

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E. Add a Digital Signature: Digital signatures authenticate digital
information such as documents, e-mail messages and macros by using
computer cryptography. Digital signatures are created by typing a
signature or by using an image of a signature to establish authenticity,
integrity and non-repudiation.
II. Prepare for Sharing
Check for Issues: There are various options to check for issues in the document
shown in the Fig. 1.4.12.
A. Inspect Document: The Document Inspector can be used to find and
remove hidden data and personal information in Word documents that
were created in Microsoft Word 2010 and earlier versions. It is a good
idea to use the Document Inspector before we share an electronic copy
of our Word document, such as in an e-mail attachment. On click of
Inspect Document, we can view different types of hidden data and
personal information in a Word document. This information might not Fig. 1.4.11:
be immediately visible when we view the document in Word, but it might Restrict Format
be possible for other people to view or retrieve the information. Hidden Dialog Box
information can include the data that Word adds to a document to enable
us to collaborate on writing and editing it with other
people. It can also include information that we
deliberately designate as hidden.
 Comments, revision marks from tracked
changes, versions and ink annotations: If
we collaborat with other people to create
our document, our document might contain
items such as revision marks from tracked
changes, comments, ink annotations or
versions. This information can enable other
people to see the names of people who
worked on our document, comments from Fig. 1.4.12: Prepare for Sharing
reviewers and changes that were made to our Option
document.

 Document properties and personal information: Document properties, also

known as metadata, include details about our document such as author, subject
and title. Document properties also include information that is automatically
maintained by Office programs, such as the name of the person who most recently
saved a document, the date when a document was created. The document might
also contain additional kinds of information.

 Headers, footers and watermarks: Word documents can contain information

in headers and footers. Additionally, a watermark may be added to any Word
document.

 Hidden text: Word documents can contain text that is formatted as hidden text
which can be inspected using Document Inspector.

 Document server properties: If the document was saved to a location on a

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 Introduction to MS-WORD 2010
document management server, the document might contain additional document
properties or information related to this server location.

 Custom XML data: Documents can contain custom XML data that is not visible in
the document itself. The Document Inspector can find and remove this XML data.

To inspect any word document for the aforementioned hidden data, we should follow these steps:
(i) Open the Word document that we want to inspect for hidden data and personal information.
(ii) Click the File->>Save As and then type a name in the File name box to save a copy of the original
document.
(iii) In the copy of our original document, click the File->>Info.
(iv) Under Prepare for Sharing, click Check for Issues and then click Inspect Document. The
Document Inspector dialog box shown in the Fig. 1.4.13 gets opened.
(v) In the Document Inspector dialog box, select the check boxes to choose the types of hidden
content that we want to inspect and then click Inspect.

Fig. 1.4.13: Document Inspector Dialog Box Fig. 1.4.14: Document Inspector Review
(vi) Re view the results of the inspection in the Document Inspector dialog box as shown in Fig.
1.4.14.
(vii)Click Remove All next to the inspection results for the types of hidden content that we want
to remove from our document as shown in Fig. 1.4.14. If we remove hidden content from our
document, we might not be able to restore it by clicking Undo.
B. Check Accessibility: Because many organizations, such as government and standards
groups, continue to revise their requirements so everyone in their audiences can access
information, Microsoft Office 2010 introduces the Accessibility Checker in Microsoft Word
2010 that helps us identify and resolve accessibility issues in our files.

Accessibility Checker alerts us to certain accessibility issues in our file so that we can fix
potential problems that might keep someone with a disability from accessing our content.
Fixing some issues might require that we change, reformat or otherwise update our content.
In addition to alerting us to potential problems, Accessibility Checker also lets us know
about application features that we can use to make our content more accessible. We can also
save and distribute our file without addressing the issues Accessibility Checker identifies.
The Accessibility Checker checks our document against a set of possible issues that users

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who have disabilities might experience in our file. Each issue is classified
as an Error, a Warning or a Tip as shown in the Fig. 1.4.15.
 Error: An accessibility error is given for content that makes a file very
difficult or impossible for people with disabilities to understand.
 Warning: An accessibility warning is given for content that in most,
but not all, cases makes a file difficult for people with disabilities to
understand.
 Tip: An accessibility tip is given for content that people with disabilities
can understand, but that might be better organized or presented in a
way that would maximize their experience.
Whenever the Accessibility Checker finds an issue, the task pane shows
information about why the content might be inaccessible. Selecting the issue
then shows instructions on how to repair or revise it.
Use Accessibility Checker
(i) Click the File tab.
(ii) Click Info.
(iii) Under Prepare for Sharing, an alert will appear if Accessibility Checker Fig. 1.4.15:
has detected any potential accessibility issues. Accessibility Checker
(iv) If we want to view and repair the issues in our file, click Check for Issues Task Pane
and then click Check Accessibility.
(v) We are returned to our file where the Accessibility Checker task pane
is open, showing the inspection results.
C. Check Compatibility: If we are using Microsoft Office 2010, we can share files with people
using an earlier version of Microsoft Office by saving the file in the appropriate file format. For
example, we can save our Word 2010 document (.docx) as a 97-2003 document (.doc). When
we open a document in Microsoft Word 2010 that was created in an earlier version of Word,
Compatibility Mode is turned on and Compatibility Mode in the title bar of the document
window can be seen. Compatibility Mode makes sure that no new or enhanced features in
Word 2010 are available while we work with a document, so that people who are using previous
versions of Word will have full editing capabilities. Compatibility Mode also preserves the
layout of the document.
Document modes and compatibility
When we open a document in Word 2010, it is in one of three modes:
 Word 2010
 Word 2007 Compatibility Mode
 Word 97-2003 Compatibility Mode

To determine which mode the document is in, check the document’s title bar. If (Compatibility
Mode) appears after the file name, the document is in either Word 2007 Compatibility Mode or
Word 97-2003 Compatibility Mode. To determine which Compatibility Mode, do the following:
(i) Click the File tab.
(ii) Click Info.

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 Introduction to MS-WORD 2010
(iii) In the Prepare for Sharing section, click Check for Issues
and then click Check Compatibility.
(iv) Click Select versions to show as shown in the Fig. 1.4.16.
(v) A check mark appears next to the name of the mode that
the document is in.
(vi) If the title bar does not display (Compatibility Mode),
we are in Word 2010 mode and all features are available.
Opening Older Word Documents In Compatibility Mode
If a document created in a previous version of Word is to
be opened, we can do it in compatibility mode. We can
easily convert it to Word 2010 and thereby enable the new
functions. To do this, do the following: Fig. 1.4.16: Select Versions option
(i) Click File ->> Info ->> Compatibility Mode and press the Convert button.
(ii) On clicking Convert, a dialogue box is displayed explaining that the document will be converted
to the newer file format. The document will actually be replaced by the newer version, meaning
that there will be only one copy of it in Word 2010 format shown in the Fig. 1.4.17.

Fig. 1.4.17: Compatibility Mode and Convert options

(iii) Click OK to complete the conversion and save the file with the .docx file extension. The newer
features of Word 2010 are now available and [Compatibility Mode] no longer appears in the
title bar.
1.4.9 Versions

There is a cool feature in Microsoft Office Word 2010 which allows us to recover unsaved
document which is actually available in .asd format which were accidentally closed due to any
reason.
Manage Versions

There is a direct menu to recover unsaved documents. To do

so, click Info ->> Manage Versions ->> Recover Unsaved
Documents as shown in the Fig. 1.4.18.
To delete all the unsaved documents, click Info ->> Manage
Versions ->>Delete All Unsaved Documents. The Dialog
box as shown in the Fig. 1.4.19 gets displayed to confirm the
operation. Click Yes to confirm. Fig. 1.4.18: Manage Versions
1.4.10 Recent options

Word keeps track of files we have recently opened and displays them on the right side of the File

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 Office automation-MS-WORD 2010
tab (Recent page). To open a file we’ve recently opened, click the File
tab, click Recent (if necessary) and inspect the list of files that appear
on the menu. If the file we want is in the list, click it to open it.
1.4.11 Save & Send Fig. 1.4.19: Delete All
Unsaved Documents
I. Save & Send
A. Send using Email
Send the document in email
If our Microsoft Office 2010 suite includes Outlook 2010, we can send our file as an email
attachment or as the body of the message.
Send a file as an attachment
(i) Click File.
(ii) Click Save & Send.
(iii) Select Send Using E-mail and then choose one of the following options as shown in the Fig.
1.4.20:
 Send as Attachment: Opens an e-mail message with a copy of the file in its original file
format attached.
 Send as PDF: Opens an e-mail message with a copy of the file in .pdf format attached.
 Send as XPS: Opens an e-mail message with a copy of the file in .xps format attached.
(iv) Enter the recipient(s), edit the subject line and message body as necessary and then click Send.

Fig. 1.4.20: Save and Send options

Send the file as the body of an e-mail message
In Word 2010, we can send our file as the actual email message content (not as an attachment). To
do so first we need to add the Send to Mail Recipient command to the Quick Access toolbar. To
send the file as the body of an email message, follow these steps:
(i) Open the file that we want to send.

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(ii) In the Quick Access Toolbar, click Send to Mail Recipient to open an email message. Our
file appears in the body of the message.
(iii) Enter the recipient(s), edit the subject line and message body as necessary and then click
Send.
B. Save to Web/Save to SharePoint

In Microsoft Word 2010, we can create a document in Microsoft Word and can also post it on
a website so that other people can read it, maybe print it out. It is even possible to just fix any
mistake in that document quickly, right there on the website. We can start using Word Web App
by saving our document to our SkyDrive or our SharePoint library. On the File tab, click Save &
Send and then click Save to Web or Save to SharePoint.

When we save a document in a library on our organization’s SharePoint site, we and our colleagues
have a central location for accessing the document. To share the document, we can send a link
rather than sending an attachment. That way, we maintain just a single copy of the document. If
people need to make revisions, they do so in the same copy, with no need to reconcile multiple
versions and copies of the document. SharePoint can also keep track of versions of a document,
in case we need to retrieve a previous version. We can also choose to receive an e-mail notification
when changes to a document are made.
(i) Click the File tab and then click Save & Send.
(ii) Click Save to Web/Save to SharePoint.
(iii) Click Browse for a location.
(iv) In the File name box, type the web address of the document library and then press ENTER.
(v) Type a name for the file and then click Save.
C. Publish at Blog Post
Most of us prefer to use Office Word to write documents due to its ease of use and the many
features it has. Among these features, we can now use Word 2010 and some previous version,
for publishing blog posts to our personal blog with just few steps as described:

(i) Launch Office 2010, select File tab and then click New.

Fig. 1.4.21: To Create new Blog Spot

(ii) Click Blog post and then click Create as shown in the Fig. 1.4.21.
(iii) Type the new blog title and body, then press Publish.

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(iv) A window pops up click Register Now as shown in the Fig. 1.4.22.

Fig. 1.4.22: Blog Post Registry and Publishing of Account

(v) New Blog Account window pops up. We shall choose our blog provider from the dropdown
menu and then click Next. If our blog provider is not listed, then select Other.
(vi) Insert now the login details that we use to access to our blog dashboard and then click OK. Our
blog post is now published.
II. File Types
A. Change File Type
Microsoft Word 2010 uses the .docx file extension to save documents. However, a document that
has the .docx file extension isn’t necessarily a Word 2010 document; it may also be a Word 2007
document as that is the extension used by that release of Word. If we open a Word 2007 document
in Word 2010, we will automatically be switched to compatibility mode and the new functions
available to Word 2010 will be disabled. Below are the other Word 2010 file extensions and what
they mean. Refer to the Table 1.4.1.
docx Word Document
.docm Word Macro-Enabled Document
.doc Word 97-2003 Document
.dotx Word Template
.dotm Word Macro-Enabled Template
.dot Word 97-2003 Template
.pdf PDF
.xps XPS Document
.mht (MHTML) Single File Web Page
.htm (HTML) Web Page
.htm (HTML, filtered) Web Page, Filtered
.rtf Rich Text Format
.txt Plain Text
.xml (Word 2007) Word XML Document
.xml (Word 2003) Word 2003 XML Document
odt OpenDocument Text
.wps Works 6 – 9
Table 1.4.1: Word 2010 file extensions and their description
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The ‘x’ in the above file extensions stands for XML.
B. Create PDF/XPS Document

Fig. 1.4.23: Change File Type and Create PDF/XPS options

To save a document as a secure PDF/XPS, do the following as shown in the Fig. 1.4.23:
(i) Click File ->>Save & Send and choose the option Create PDF/XPS document and choose the
option Create a PDF/XPS on the right side.
(ii) In the prompt, choose a location and name next click Publish.
1.4.12 Exit
To exit from Word 2010, click on the option Exit.

1.5 HOME TAB

This tab has the following options shown in the Fig. 1.5.1 (A):
1. Clipboard
2. Font
3. Paragraph
4. Styles
5. Editing

1 2 3 4 5
Fig. 1.5.1(A): Home Tab

Fig. 1.5.1(B): Shortcut keys of Home Tab

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To move to the Home Tab, either we shall click on to Home option using mouse or press Alt +
H which further displays all the shortcut keys for the options available under the Home tab.The
shortcut keys for many options that may be used by clicking ‘Alt + the options shown’ in the Fig.
1.5.1(B) for a particular tab. In those cases, where we have to press one key immediately followed
by another key, the keys to press are separated by a comma (,) and initiated with Alt. For example:
To select the options ‘Grow Font or Shrink Font’, click “Alt F,G” or “Alt F,K” respectively.
1.5.1 Clipboard Group
The Microsoft Office Clipboard allows us to copy multiple text and
graphical items from Office documents or other programs and paste them
into another Office document. For example, we can copy text from an
e-mail message, data from a workbook or datasheet and a graphic from a
presentation and then paste them all into a document. By using the Office
Clipboard, we can arrange the copied items the way that we want in the
document.
How the Office Clipboard works?
Fig. 1.5.2: Office
The Office Clipboard works with the standard Copy and Paste commands Clipboard
shown in the Fig. 1.5.2. Just copy an item to the Office Clipboard to add it to
our collection and then paste it from the Office Clipboard into any Office document at any time.
The collected items stay on the Office Clipboard until we exit all Office programs or we delete
the items from the Clipboard task pane.
After all the Office programs are exited, only the last item that is copied stays on the Office
Clipboard. When we exit all Office programs and restarts our computer, the Office Clipboard is
cleared of all items.
(i) Click the Dialogbox launcher in the lower-right corner of the Clipboard group on the Home
tab, right next to the word Clipboard. The Clipboard pane then appears in the writing area of
the Word window shown in the Fig. 1.5.3. The scrolling list contains the last several items we
copied, not only from Word but perhaps from other programs, as well.
(ii) Position the insertion pointer in the document where we want to paste the text. Otherwise, text
from the Clipboard gets pasted wherever the pointer happens to be.
(iii) In the Clipboard pane, simply click the mouse on the chunk of text that we want to paste into
our document. The text is copied from the Clipboard and inserted into our document at the
insertion pointer’s location, just as though we typed it ourselves. Alternatively, we can click the
Paste All button to paste every item from the Clipboard into our document.
(iv) To remove a single item from Word’s Clipboard, point the mouse at that item and click the
downward-pointing triangle to the right of the item. A shortcut menu opens. Select Delete from
the menu. That lone item is deleted from the Clipboard.
(v) To strike all items on the Clipboard, click the Clear All button at the top of the Clipboard task
pane. We can’t undo any clearing or deleting that’s done in the Clipboard task pane.
I. Format Painter
Format Painter is a multi-step process. We can select the text whose format we want to use and
then click the Format Painter button, that copies the format to the clipboard and our mouse cursor
changes into a vertical line with a paint brush symbol. We may swipe our mouse across the text we
want to apply the format to and when we release the mouse the copied format is applied.

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The steps to be followed in using Format Painter are defined as under:
(i) Select the text or graphic that has the formatting that we want to copy. If we want to copy text
formatting, select a portion of a paragraph. If we want to copy text and paragraph formatting,
select an entire paragraph, including the paragraph mark.
(ii) Do either of the following:
On the Home tab, in the Clipboard group, click Format Painter. The pointer changes to a
paintbrush icon.
Or
Press Ctrl + Shift + C.
(iii) Select the text whose format we want to change to the format from step (i).
(iv) Use the keyboard arrow keys to move to the beginning or end of the text we want to change,
then use the arrow keys in conjunction with the Shift key to make the actual selection.
(v) Press Ctrl + Shift + V.
(vi) To stop formatting, press ESC.
II. Cut, Copy and Paste
The cut, copy and paste commands allow us to copy or remove an item from one place and put
it into another. To cut or copy, select the item(s) and execute a cut or copy command. To paste,
position the cursor where we want the text to be inserted and execute a paste command: the item
we cut or copied most recently will be pasted.
How to Delete Text in Word
We can use any of the following methods to delete text:
(i) Select the text to be deleted and press Delete or Backspace. We can also right click the text and
choose the option Delete or Cut.
(ii) To delete an entire word to the left of the cursor, position the cursor to the left of the text we
want to delete and press Ctrl+Delete.
(iii) To delete an entire word to the right of the cursor, position the cursor to the
right of the text we want to delete and press Ctrl+ Backspace.
III. Paste Preview
When a styled piece of text is copied, Paste Preview in Word 2010 gives us a
variety of options as shown in the Fig. 1.5.4:
 Keep Source Formatting – This option retains the formatting used on the source
document we copied. This means that text will be displayed using the same
fonts and other attributes like the line height of text will be retained too. Images
are inserted with the same vertical and horizontal spacing.
 Merge Formatting – The pasted elements will adopt the formatting currently
in use in the destination Word 2010 document.
 Keep Text Only – This option will discard certain things that were present in
the source, such as images and formatting. Only plain text will be pasted so
headings, for example, will be lose their size and bolding.
1.5.2 Font
This group has two set of options: Font and Character Spacing as shown in Fig. 1.5.4: Paste
Fig. 1.5.5. Options

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Grow/ Change
Font Font Size Shrink Font Case
Clear
Formatting

Bold

Italic Font
Underline Strikethrough Subscript/ Text Text
Superscript Effects Highlight
color

Fig. 1.5.5: Font Group

I. Font Group: We can specify how we want the text to appear by selecting options in the Font
dialog box by either clicking on the icons shown in Fig. 1.5.6 or by clicking the arrow on the side
of Font group.
A. All Text
 Font: The shortcut key for font size is Ctrl + Shift +F and
specifies a text font. In the box, select a font name. Our
choice appears in the Preview box.
 Font style: This specifies a font style, such as Bold or
Italic. In the box, select a font style. Our choice appears
in the Preview box.
 Font Size: The shortcut key for font sizeis Ctrl + Shift +
P and specifies font size in points. In the list, select a font
size. To ensure readability for most documents and users,
use a size of eight points or larger. Our choice appears in
the Preview box.
 Font Color: This specifies the color of the selected text. In Fig. 1.5.6: Font Dialog Box
the box, select a color. By default, that color is black unless
we change it. Our choice appears in the Preview box.
 Underline style: The shortcut key for underline is Ctrl + U that let the user to underline the
selected text and the underline style. Click None to remove underlining.
 Underline color: This specifies the color of the underline. This option remains unavailable until
we apply an underline style.
B. Effects
 Strikethrough: This draws a line through the selected text.
 Double Strikethrough: This draws a double line through the selected text.
 Superscript: This raises the selected text above the baseline and changes the selected text to
a smaller font size, if a smaller size is available. If we want to raise the selected text without
changing the font size, we shall click the Character Spacing tab and then click Raised in the
Position box.

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 Subscript: This lowers the selected text below the baseline and changes the selected text to
a smaller font size, if a smaller size is available. If we want to lower the selected text without
changing the font size, we shall click the Character Spacing tab and then click Lowered in the
Position box.
 Shadow: This adds a shadow beneath and to the right of the selected text.
 Outline: This displays the inner and outer borders of each character.
 Emboss: This makes the selected text appear to be raised off the page in relief.
 Engrave: This makes the selected text appear to be imprinted or pressed into the page.
 Small caps: This formats selected lowercase text as capital letters and reduces their size. Small
caps formatting do not affect numbers, punctuation, non-alphabetic characters or uppercase
letters.
 All caps: This formats lowercase letters as capitals. All caps formatting donot affect numbers,
punctuation, non-alphabetic characters or uppercase letters.
 Hidden: This prevents selected text from being displayed.
C. Preview: The Preview box displays the specified font and any text effects.
D. Default: This is used to store the current values on the Font,
Character Spacing and Text Effects tabs as default settings
for the current document and all new documents based on
the current template.
II. Advanced
A. Character Spacing(shown in the Fig. 1.5.7)
 Scale: This stretches or compresses text vertically and
horizontally as a percentage of its current size. Type or select
a percentage between 1 and 600.
 Spacing: This increases or decreases the space between
characters. Type or select an amount in the By box.
 Position: This raises or lowers the selected text in relation to
the baseline. Type or select an amount in the By box. Fig. 1.5.7: Advanced Dialog Box
 Kerning for fonts: This automatically adjusts the
amount of space between certain combinations of
characters so that an entire word looks more evenly
spaced. This command works for TrueType and
AdobePostScript fonts only.
B. OpenType Features
When font designers create fonts, they often add
designs for special features. Selected Open Type fonts
include some or all of the features below and we can
check with the font provider for details. With those
fonts, these features are available for us to apply to our Fig. 1.5.8: OpenType features Option
text for to make it more polished and easier to read.
For example, the fonts in the Microsoft Clear Type Collection – Calibri, Cambria, Candara,
Consolas, Constantia and Corbel – contain various Open Type including small caps, ligatures,
number forms and number spacing. Gabriola, a newer font originally released with Windows 7,

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includes even richer OpenType feature support, including extensive use of stylistic sets.
To apply OpenType features, do the following:
(i) On the Home tab, click the Font Dialog Box Launcher.
(ii) Click the Advanced tab.
(iii) Under OpenType Features, select the desired options.
We can also disable these Open Type features entirely by opening Word Options, selecting the
Advanced tab and checking Disable Open Type Font Formatting Features under the Layout
Options that are right at the bottom as shown in the Fig. 1.5.8.
 Ligature Options
A ligature is a combination of charactersthat is written as a glyph, which is written as though it is
a single character. Most often, ligatures are made up of pairs of letters. The OpenType standard
specifies different categories of ligatures, but the font designer decides which to support and in
which group to put any given combination of characters. The descriptions below are guidelines
about each type of ligature that might be used.
 Number Spacing Options
Default- The default number spacing is specified by the font designer of each font.

Proportional- Numbers are spaced more like letters, with varying widths. For example, an 8 is
wider than a 1. This spacing is easier to read in text. Candara, Constantia and Corbel are three of
the Microsoft fonts that use proportional spacing by default.

Tabular- Each number has the same width. This means that in a table column, for example, all
three-digit numbers will align. Tabular spacing is also useful for math. Cambria, Calibri and
Consolas are three of the Microsoft OpenType fonts with tabular spacing by default.
 Number form options
Default- The default number form is specified by the font designer of each font.
Lining- Lining numbers all have the same height and they don’t extend below the baseline of the
text. Lining numbers are easier to read in tables, boxes or forms. Cambria, Calibria and Consolas
are three of the Microsoft OpenType fonts that are set to Lining numbers by default.
Old-style- In Old-style numbering, the lines of the characters flow above or below the line of
the text (which makes the numbers easier to read). For example, some numbers, such as 3 and 5,
extend below the baseline or are centered higher on the line. Candara, Constantia and Corbel are
three of the Microsoft OpenType fonts that are set to Old-style numbering by default.
 Stylistic set options
We can change the look of our text by applying a different stylistic set to our text. A font designer
may include up to 20 stylistic sets in a given font and each stylistic set may include any subset of
the characters of the font.When we click the number of a set in the Stylistic sets list, the Preview
box shows us how the text will look.
C. Preview: The Preview box displays the specified font and any text effects as shown in
Fig. 1.5.7.
 Default Button: Click to store the current values on the Font, Character Spacing and Text Effects

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tabs as default settings for the current document and all new documents based on the current
template.
1.5.3 Paragraph
The Paragraph tab looks like this as shown in Fig. 1.5.9.

Bullets Numbering Multilevel List Indentation Sort Show/Hide

Alignment Line Spacing Shading Border

Fig. 1.5.9 : Paragraph Group

The tasks that can be performed through Paragraph tab are as follows:
I. Bullets and Numbering
A. Creating a Bulleted or Numbered Lists
The Lists in MS Word 2010 allow us to format and organize text with numbers, bullets or in an
outline. Bulleted lists have bullet points, numbered lists have numbers and outline lists combine
numbers and letters depending on the organization of the list. We can quickly add bullets or
numbers to existing lines of text or Word can automatically create lists as we type. By default, if
we start a paragraph with an asterisk or a number 1, Word recognizes that we are trying to start
a bulleted or numbered list.
 Lists: One level or many levels
Make a list with just one level or make a multilevel list to show lists within a list. When we create
a bulleted or numbered list, we can do any of the following:

Fig. 1.5.10: Bullet Library

We can use the default bullet and numbering formats for lists, customize the lists or select other
formats from the Bullet and Numbering libraries as shown in Fig. 1.5.10. One can create a picture
bulleted list to add visual interest to a document or a Web page.
 Create a one-level bulleted or numbered list
Word can automatically create bulleted and numbered lists as we type or we can quickly add
bullets or numbers to existing lines of text.

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 Type a bulleted or numbered list
(i) Type * (asterisk) to start a bulleted list or ‘1.’ to start a numbered list and then press SPACEBAR
or the TAB key.
(ii) Type any text that we want.
(iii) Press ENTER to add the next list item. Word automatically inserts the next bullet or number.
(iv) To finish the list, press ENTER twice or press BACKSPACE to delete the last bullet or number
in the list.

Fig. 1.5.11: Proofing option through word

 If bullets and numbering do not begin automatically
(i) Click File and select Options tab.
(ii) Click Proofing ->>AutoCorrect Options and then click the AutoFormat
As You Type tab shown in the Fig. 1.5.11.
(iii) Under Apply as you type section, select the Automatic bulleted lists
check box and the Automatic numbered lists check box.
 Add bullets or numbering to a list
(i) Select the items that we want to add bullets or numbering to.
(ii) On the Home tab, in the Paragraph group, click Bullets or Numbering
as shown in Fig. 1.5.10.
II. Creating a multilevel list
A multilevel list shows the list items at different levels rather than at one
level. For example, a multilevel list can be seen like this -
Fig. 1.5.12: Multilevel
list styles

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 Introduction to MS-WORD 2010
1. Subjects
1.1 Science
1.1.1 Social Science
1.1.2 Environmental Science
1.1.3 Geographical Science
We can pick a multilevel list style from the gallery or we can create a new multilevel list style.
A. Choose a multilevel list style from the gallery
(i) Click where we want to begin our list.
(ii) On the Home tab, in the Paragraph group, click the arrow next to Multilevel List.
(iii) Click a multilevel list style in the gallery of styles as shown in Fig. 1.5.12.
(iv) Type the list. Press the TAB key to change levels.
B. Create a new multilevel list style to add to the gallery
We can create and define a new multilevel list style and can use our new list style each time we
begin a new multilevel list in a document. The new list style is added automatically to the gallery
of list styles.
(i) On the Home tab, in the Paragraph group, click the arrow next to Multilevel List as shown in
Fig. 1.5.12.
(ii) Click option Define New Multilevel List. Beginning with level 1, enter the number format, font
and position choices. Continue to define each level that we want to use in our multilevel list.
(iii) Click OK. The multilevel list style that we defined is automatically set as the current multilevel
list style.
III. Sort
This feature alphabetizes the selected text or numerical data.
 Sort a list alphabetically
We can quickly and easily sort the text of a one-level bulleted or
numbered list so that the text is in alphabetical order or the numbers
are in sequence.
(i) Select the text/numerical data in a bulleted or numbered list.
(ii) On the Home tab, in the Paragraph group, click the option for Fig. 1.5.13: Sort Text dialog
sorting. Box
(iii) In the Sort Text dialog box shown in the Fig. 1.5.13, under Sort by, click Paragraphs, select the
Type as Text or Numbers depending upon the type of data in the list and check either Ascending
or Descending radio button.
IV. Text Alignment
To align the text in the Word document, following are the shortcut keys:
Align Text Left (Ctrl+L) : Aligns text to the left.
Center (Ctrl +E) : Center text.
Align Text Right (Ctrl+R) : Aligns text to the right.
Justify (Ctrl +J) : Aligns text to both left and right margins, adding
the extra space between words as necessary.

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V. Line and Paragraph Spacing
Indentation determines the distance of the paragraph from either
the left or the right margin. Within the margins, we can increase or
decrease the indentation of a paragraph or group of paragraphs.
We can also create a negative indent (also known as an outdent),
which pulls the paragraph out toward the left margin, a hanging
indent, in which the first line of the paragraph is not indented,
but subsequent lines are. Indenting paragraphs allows us to set
text within a paragraph at different margins. There are several
options for indenting:
 First Line: Controls the left boundary for the first line of a
paragraph.
 Hanging: Controls the left boundary of every line in a
paragraph except the first one.
 Left: Controls the left boundary for every line in a paragraph.
 Right: Controls the right boundary for every line in a Fig. 1.5.14 (A): Indents and
paragraph. Spacing Tab
A. To indent paragraphs, select the paragraph and do any of the
following:
(i) Click on to the options Decrease Indent or Increase Indent available in the Paragraph tab.
(ii) Click the drop down arrow of Line and Paragraph Spacing option and click Line Spacing
Options to control the indent.
(iii) Select the text to be indented and right click and choose the option Paragraph. The dialog box
shown in the Fig. 1.5.14 (A)gets opened.
(iv) Click the Indents and Spacing tab as shown in Fig. 1.5.14 (A) and select the desired indents.
B. To place at least two lines of a paragraph at the top or
bottom of a page
A professional-looking document never ends a page with
just one line of a new paragraph or begins a page with
only the last line of a paragraph from the previous page.
The last line of a paragraph by itself at the top of a page is
known as a widow. The first line of a paragraph by itself
at the bottom of a page is known as an orphan.
(i) Select the paragraphs in which we want to prevent
widows and orphans.
(ii) On the Page Layout tab, either click the Paragraph
Dialog Box Launcher or right-click the text and
select the option Line and Page Breaks. Select the
Widow/Orphan control check box in the window
displayed in the Fig. 1.5.14 (B). This option is turned
Fig. 1.5.14 (B): Line and Page Breaks
on by default.
C. To prevent page breaks in the middle of a paragraph
(i) Select the paragraph that we want to prevent from breaking onto two pages.

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(ii) On the Page Layout tab, click the Paragraph Dialog Box Launcher and then click the Line and
Page Breaks tab.
(iii) Select the Keep lines together check box as shown in the Fig. 1.5.14 (B).
D. Prevent page breaks between paragraphs
(i) Select the paragraphs that we want to keep together on a single page.
(ii) On the Page Layout tab, click the Paragraph Dialog Box Launcher and then click the Line and
Page Breaks tab.
(iii) Select the Keep with next check box as shown in the Fig. 1.5.14 (B).
E. Specify a page break before a paragraph
(i) Click the paragraph that we want to follow the page break.
(ii) On the Page Layout tab, click the Paragraph Dialog Box Launcher and then click the Line and
Page Breaks tab.
(iii) Select the Page break before check box as shown in the
Fig. 1.5.14 (B).
VI. Borders and Shading
We can add borders and shading to paragraphs and entire
pages. To create a border around a paragraph or paragraphs:
(i) Select the area of text where we want the border or
shading.
(ii) Click the Borders button on the Paragraph group on the
Home tab as highlighted in the Fig. 1.5.9.
(iii) Choose the option Border and Shading as highlighted in
the Fig. 1.5.15 and choose the appropriate option. Fig. 1.5.15: Border and
Shading provides us the option to color the background behind Shading
the selected text or paragraphs. On click of drop down arrow of
Shading option, different Theme Colors and some more color options would be available.
VII. Show/Hide
This feature displays paragraph mark and other hidden formatting symbols but doesn’t turn
off all formatting marks. The Show/Hide button will not hide all formatting marks if we select
certain marks, such as paragraph marks or spaces, to be displayed at all times.
(i) Click the File->> Options- >> Display.
(ii) Under the section Always show these formatting marks on the screen, clear the check boxes
for any formatting marks that we do not want to show in our documents at all times.
1.5.4 Styles

Styles are an efficient way to define the appearance of various text elements inour document
(e.g., headings, captions, body text). They help us keep our document consistent by applying the
same style to various elements in a document. With styles, we can apply character or paragraph
formatting or both in one simple operation.

Templates allow us to apply preformatted styles to an entire document. The Style Gallery offers
several common style options, such as different headings, quotes or captions.

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Each document we create is based on a template. When we create a new document, the styles
that belong to the selected template are copied into that document. Each template contains a set
of standard styles, most of which are available with all Word templates. A style is automatically
created every time we apply unique formatting to text and Word automatically saves any styles
that are being used by the active document.
 Character and Paragraph Styles
 Word Templates
 Quick Styles
I. Character styles
Include any of the options available from the Font group, such as bold, italic and underline.
Characters styles store only character formatting and apply it to selected text or to the entire word
containing the insertion point.
II. Paragraph styles
Store both character and paragraph formatting, as well as tab settings, paragraph positioning, borders
and shading and apply them to selected paragraphs or the paragraph containing the insertion point.
III. Word Templates
A template is a preset document layout with a collection of styles which are saved to a file and
can be applied to other documents. By storing styles in a template, the styles are available for use
when we access that template. We can save time and effort by creating new documents based on
templates designed for a frequently used type of document.

Word provides templates for many common types of documents. One can use these templates
just as they are, can modify them or can create our own templates. Word automatically bases new
documents on the Normal template unless we specify another template. Some useful templates
include the following:

• Agenda • Calendar
• Letter • Newsletter
• Memo • Resume
• Report • Thesis
IV. Quick Styles
Styles in one template may differ from those in another. On the Home tab, we can use the options
in the Style group to preview and change the appearance of the active document by applying
the style definitions of another template. When we modify the styles in the Style group, we are
not replacing the template; we are only replacing the style definitions. The formatting of the ac-
tive document will update to the most recent style we select. Once we have applied styles to our
document text, we can use the Style group options to preview and change the overall appearance
of a document.
Styles can greatly approve the appearance and readability of our document. By using styles, we
can make sure formatting is applying uniformly throughout our document.
Word 2010 makes it easy to apply styles to selected parts of any document. On the Home tab, we
will see a section dedicated to styles shown in the Fig. 1.5.16.

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Fig. 1.5.16: Styles Gallery

A. Apply
Styles are a present collection of formatting that we can apply to text. To utilize Quick Styles,
do the following:
 Select the text to be formatted.
 Click the dialog box next to the Styles Group on the Home Tab.
 Click the style we wish to apply.
We’ll get a quick preview. If we like the style, simply click the button. Once we decide on the styles
we will use for our document, we don’t need to use the buttons on the Ribbon. Just press Ctrl + Shift
+ S to open the Apply Styles box. The Apply Styles box can be moved to any part of the screen. We
can apply styles directly from the box. Just select text and then use the dropdown list in the Apply
Styles box to apply a style.
B. Change Styles
Quick Styles are sets of styles that are designed to work together to create an attractive and
professional looking document. In most cases, we won’t change styles in a Quick Style set because
the styles have been designed to complement one another and it’s easier to use a different Quick
Style set. But, under certain circumstances, we might want to change the attributes of a style in a
Quick Style set as shown in Fig. 1.5.16.

(i) Select text that is styled with the style attributes that we want to change. For example, to change
the attributes of the Heading 1 style, select text that has the Heading 1 style applied.
(ii) Format the selected text with the new attributes that we want. For example, wemight decide
that we want to change the point size for the Heading 1 style from 16 points to 14 points.
(iii) On the Home tab, in the Styles group, right-click the style that we want to change.
(iv) Click Update to MatchSelection.
1.5.5 Editing
Microsoft Word 2010 provides various options to find and replace text, formatting, paragraph
breaks, page breaks and other items. We can extend our search by using wildcards and codes to
find words or phrases that contain specific letters or combinations of
letters. We can also use the Go To command to find a specific place in
our document.
I. Find Text
We can quickly search for every occurrence of a specific word or phrase.
(i) On the Home tab, in the Editing group, click Find shown in the
Fig. 1.5.17.
Or
Fig. 1.5.17: Editing Group
Press CTRL+F. The Navigation pane opens.

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(ii) In the Search Document box, we shall type the text we want to find as shown in the Fig. 1.5.18(A).
(iii) We shall click a result to see it in our document or browse through all the results by clicking the
Next Search Result and Previous Search Result arrows.

Fig. 1.5.18 (A): Find Text in the Navigation Pane Fig. 1.5.18 (B): Magnifying glass of
Navigation Pane
II. Find other document elements
To search for a table, a graphic, a comment, a footnote or an endnote or an equation, do the
following:
(i) On the Home tab, in the Editing group, click Find press CTRL+F. The Navigation Pane opens.

(ii) Click the arrow next to the magnifying glass as shown in the Fig. 1.5.18(B) and then click
the option that we want.
(iii) We shall click result to see it in our document or browse through all the result by clicking the
Next Search Result and Previous Search Result arrows.
III. More search options
To find the old Find dialog box and all of its options, do one of the following:
(i) On the Home tab, in the Editing group, click the arrow next to Find and then click Advanced
Find.
(ii) In the Navigation Pane, click the arrow next to the magnifying glass and then click Advanced
Find.
IV. Find and Replace text
(i) On the Home tab, in the Editing group, click Replace.
(ii) In the Find what box, type the text that we want to search for and replace shown in the
Fig. 1.5.19.
(iii) In the Replace with box, type the replacement text.
(iv) Click Find Next and then do one of the following:
• To replace the highlighted text, click Replace.
• To replace all instances of the text in the document, click Replace All.
• To skip this instance of the text and proceed to the next instance, click Find Next.

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Fig. 1.5.19: Find and Replace Text

V. Find and replace specific formatting
We can search for and replace or remove character formatting. For example, we can search for a
specific word or phrase and change the font color or we can search for specific formatting, such
as bold and change it.
(i) On the Home tab, in the Editing group, click Replace.
(ii) If we don’t see the Format button, click More.
(iii) To search for text with specific formatting, type the text in the Find what box. To find formatting
only, leave the box blank.
(iv) Click Format and then select the formats that we want to find and replace.
(v) Click the Replace with box, click Format and then select the replacement formats.
(vi) If we also want to replace the text, type the replacement text in the Replace with box.
(vii)To find and replace each instance of the specified formatting, click Find Next and then click
Replace. To replace all instances of the specified formatting, click Replace All.
VI. Use wildcards to find and replace text
(i) On the Home tab, in the Editing group, click the arrow next to Find and then click Advanced
Find.
(ii) Select the Use wildcards check box.
(iii) If we don’t see the Use wildcards check box, click More.
(iv) Do one of the following:
 To choose a wildcard character from a list, click Special, click a wildcard character and
then type any additional text in the Find what box.
 Type a wildcard character directly in the Find what box.
 If we want to replace the item, click the Replace tab and then type what we want to use as
a replacement in the Replace with box.
(v) Click Find Next, Find All, Replace or ReplaceAll.
(vi) To cancel a search in progress, press ESC.

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VII.To Go to a specific page, table or other item
We can search for and replace special characters and document elements such as tabs and manual
page breaks. For example, we can find all double paragraph breaks and replace them with single
paragraph breaks.
(i) On the Home tab, in the Editing group, click the arrow next to Find and then click Go To.
(ii) In the Go to what box, click the type of item.
(iii) Do one of the following:
 To go to a specific item, type the appropriate identifying information for the item in the
Enter item type box and then click Go To.
 To go to the next or previous item of the specified type, leave the Enter box empty and then
click Next or Previous.
SOURCES
1. http://www.word-2010.com/whats-new-in-word-2010
2. http://www.dummies.com/how-to/content/how-to-use-the-word-2010-clipboard.html
3. Microsoft Word 2010 Compatibility Modehttp://www.word-2010.com/microsoft-word-2010-
compatibility-mode

94 INFORMATION TECHNOLOGY
 2
C The Insert Tab
H
A
P THE INSERT TAB
T
E
R

LEARNING OBJECTIVES
 To introduce graphics in word documents.
 To create links, hyperlinks in the document.
 To introduce header, footer, date and time etc. in the document.
 To introduce blank pages, page breaks and cover page etc.
 To create lists and work with bullets and numberings.
 To work with special symbols and mathematical equations.

2.1 INSERT TAB

This section allows the user to insert a cover page, blank page, tables, pictures, charts, header and
footer, page numbers etc. The Insert group has the following options:

Fig. 2.1.1: Insert Toolbar

1. Pages
2. Tables
3. Illustrations
4. Links
5. Header & Footer
6. Text
7. Symbols
2.1.1 Pages :
Pages group has the following options as shown in Fig. 2.1.1.
 Cover page
 Blank page
 Page break

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I. Cover Page
Word 2010 makes it easy for us to customize the look of our documents. The predefined styles help us
create professional looking documents. And with Live Preview, we can try out different formatting
options without actually changing our document.
But one of the handiest features in Word 2010 is the Cover Page option. Word 2010 includes a number
of preformatted cover pages that we can insert with a few clicks of our mouse. We can also save our
own cover pages in the Cover Page gallery as shown in Fig. 2.1.2.
A. Inserting a Cover Page
To insert a cover page, follow these steps:
(i) Click the Insert tab.
(ii) In the Pages Section, click Cover Page.
(iii) In the Cover Page gallery, select a design that we like.
The cover page will be inserted at the beginning of our document. The
Drawing Tools will open to allow us to customize the look of the cover
page. If we insert another cover page in the document, the new cover page
will replace the first cover page we had inserted.
B. Saving a Cover Page to the Cover Page Gallery
If we would like to save our cover page for later use, we shall follow these
steps: Fig. 2.1.2: Cover Page
(i) Select the entire cover page in the Word window.
(ii) Click the Insert tab.
(iii) In the Pages Section, click Cover Page.
(iv) Click Save Selection to Cover Page Gallery as shown in the
Fig. 2.1.3.
C. Removing a Cover Page from our Document
We can also remove a cover page if we want to insert a different one or
if we decide we don’t want a cover page at all:
(i) Click the Insert tab.
(ii) In the Pages Section, click Cover Page.
(iii) Click Remove the Current Cover Page.
II. Blank Page
A. Inserting a blank page Fig. 2.1.3: Saving Selection to
a Cover Page Gallery
(i) Click where we want to insert a new page in a document. The
inserted page will appear just before the cursor position.
(ii) Click the Pages ->> Insert.
(iii) Click the Blank Page Button as shown in Fig. 2.1.4.
B. Deleting a page
We can delete a blank page in a Word document, including a blank page that
occurs at the end of the document, by deleting page breaks. To delete a blank
page, select the page break at the end of the page and then press DELETE key. Fig. 2.1.4: Blank Page

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 The Insert Tab
III. Page Break
Word 2010 automatically inserts a page break when we reach the end of the document. If we want
the page to break in a different place, we can insert a manual page break or we can set up rules for
Word to follow so that the automatic page breaks are placed where we want them. This is especially
helpful if we are working in a long document. Using Page Break, we can start the next page at the
current position.
A. Inserting a manual Page Break
(i) Click where we want to start a new page.
(ii) On the Insert tab, in the Pages group, click Page Break as shown in Fig. 2.1.1.
B. Deleting a Page Break
We cannot delete the page breaks that Word inserts automatically but can delete any page breaks
that we insert manually.
(i) Click View ->>Draft.
(ii) Select the page break by clicking in the margin next to the dotted line.
(iii) Press DELETE.
2.1.2 Tables
This group has the following options as shown in Fig. 2.1.5.
 Insert table
 Draw table
 Convert text to table
 Excel spreadsheet
 Quick tables
I. Insert Table : Tables can be inserted in any of the
following ways:
(i) Choose from a gallery of preformatted tables templates.
(ii) Use the Insert Table dialog box to specify the number
of rows and columns that we want.
A. Using Table Templates
We can use table templates to insert a table that is based on
a gallery of preformatted tables. Table templates contain
sample data to help us visualize what the table will look Fig. 2.1.5: Tables options
like when we add our data.
(i) Click where we want to insert a table.
(ii) On the Insert tab, in the Tables group, click Table, point to Quick Tables and then click the
template that we want as shown in Fig. 2.1.5.
(iii) Replace the data in the template with the data that we want.
B. Use the Insert Table Dialog Box
We can use the Insert Table command to choose the table dimensions and format before we insert
the table into a document.

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(i) Click where we want to insert a table.
(ii) On the Insert tab, in the Tables group, click Table and then click
Insert Table.
(iii) Under Table size, enter the number of columns and rows.
(iv) Under AutoFit behavior, choose the following options to adjust
the table size as shown in Fig. 2.1.6 and discussed in Table 2.1.1.

Fig. 2.1.6: Insert Table Dialog

Box
Choose To
Fixed column Width Set a specific width for the columns in the table. If we select auto,
Office Word 2010 evenly distributes the columns to fit the page.
AutoFit to contents Automatically resize columns to fit the contents of the cells.
AutoFit to window Automatically resize the table to fit in a Web browser window when
we change the window size.
Table 2.1.1: AutoFit Behavior Options
II. Draw a Table
We can draw a complex table — for example, one that contains cells of different heights or a varying
number of columns per row.
(i) Click where we want to draw the table.
(ii) On the Insert tab, in the Tables group, click Table.
(iii) Click Draw Table as shown in Fig. 2.1.5. The pointer changes
to a pencil.
(iv) To define the outer boundaries of the table, draw a rectangle.
Then draw the column and row lines inside the rectangle.
(v) To erase a line or block of lines, under Table tools, on the Design
Tab, in the Draw Borders group, click Eraser.
(vi) Click the line that we want to erase. To erase the entire table,
click Delete a Table.
(vii)When we are finished with the drawing of a table, click in a cell
and start typing or insert a graphic.
III. Convert Text to a Table
(i) Insert separator characters— such as commas or tabs — to
indicate where we want to divide the text into columns. Use
paragraph marks to indicate where we want to begin a new row.
For example, in a list with two words on a line, insert a comma
or a tab after the first word to create a two-column table.
(ii) Select the text that we want to convert.
(iii) On the Insert tab, in the Tables group, click Table and then
click Convert Text to Table as shown in Fig. 2.1.7. Fig. 2.1.7: Convert Text to Table

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 The Insert Tab
(iv) In the Convert Text to Table dialog box, under Separate text at, click the option for the separator
character that is in our text.
(v) In the Number of columns box, check the number of columns. If we don’t see the number of
columns that we expect, we may be missing a separator character in one or more lines of text.
(vi) Select any other options that we want.
IV. Convert a Table to Text
(i) Select the rows or table that we want to convert to paragraphs.
(ii) Under Table Tools, on the Layout tab, in the Data group, click Convert to Text as shown in
Fig. 2.1.8.

Fig. 2.1.8: Convert to Text Option under Layout Tab

(iii) Under Separate text with section, click the option for the separator charater that we want to use
in place of the column boundaries. Rows are separated with paragraph marks.
V. Create a new worksheet within a document
When we create a new worksheet within a document, the worksheet is inserted in the document as
an embedded object.
(i) Place the insertion point where we want to create the worksheet.
(ii) On the Insert tab, in the Tables group, click Table and then click Excel Spreadsheet as shown
in Fig 2.1.5. The Fig. 2.1.9 appears.

Fig. 2.1.9: Convert Text Option under Layout

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VI. Quick Tables
We can use table templates to insert a table that is based on a gallery
of preformatted tables. Table templates contain sample data to help
us visualize what the table will look like when we add our data.
(i) Click where we want to insert a table.
(ii) On the Insert tab, in the Tables group, click Table, point to Quick
Tables and then click the template that we want, as shown in Fig.
2.1.10.
VII. Working with Tables
After the table is created, Microsoft Office Word 2010 offers us many
ways to format that table. If we decide to use Table Styles, we can
format our table all at once and even see a preview of what our table Fig. 2.1.10: Quick Tables
will look like formatted in a particular style before we actually apply options
the style. We can create a custom look for tables by splitting or merging
cells, adding or deleting columns or rows or adding borders. If we’re working with a long table, we
can repeat the table headings on each page on which the table appears. To prevent awkward page
breaks that disrupt the flow of our table, we can also specify just how and where the table should
break across pages.
A. Using Table tools Tabs
After we create a table, two tabs appear on the Table tools context menu: Design and Layout. The
Design and Layout tabs are shown in the Fig. 2.1.11(A) and Fig. 2.1.11(B) respectively. The Design
and Layout Tab options are discussed in Table 2.1.2 and Table 2.1.3 respectively.

Fig. 2.1.11(A): Design Tab

Fig. 2.1.11(B): Layout Tab

(a) The Design Tab

Name Purpose
Header Row Applies different formatting to first row of the table.
Total Row Applies different formatting to last row of the table..
Banded Rows Alternates row shading.
First Column Applies different formatting to first column of the table.
Last Column Applies different formatting to last column of the table.

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 The Insert Tab

Banded Columns Alternates column shading.

Shading Applies table shading.
Applies the chosen table style to the table. We can preview the style by
Table Styles resting the pointer over each table style until we find a style that we want
to use. We can see more styles, by clicking the More option.
Borders Applies table borders.

Draw Table Draws table outline and the line segments to create new cells within table.

Eraser Erases line segments to remove cells from table.

Line Style Sets line style for line segments drawn with Draw Table tool.
Line Weight Sets width of line segments drawn with Draw Table tool.
Pen Color Sets color of line segments drawn with Draw Table tool.
Table 2.1.2: The Design Tab Options
(b) The Layout Tab

Name Purpose
Select Drop-down control, lets us select table cells, rows or even enƟre tables.
View Gridlines Shows or hides table gridlines.
Properties Displays Table Properties Dialog Box.
Delete Delete rows, columns, cells or entire tables.
Insert Above Insert rows above selection.
Insert Below Insert rows below selection.
Insert Left Insert columns to the left of the selection.
Insert Right Insert columns to the right of the selection.
Merge Cells Merges selected adjacent cells to create one large cell.
Split Cells Splits merged cell into separate cells.
Split Table Splits table into two tables.
AutoFit Adjusts table layout to fit page.
Height Sets row height.
Width Sets column width.
Distribute Rows Adjusts height of selected rows to distribute rows evenly.
Distribute Columns Adjusts width of selected columns to distribute columns evenly.
Align Top Left Sets Top vertical alignment and Center horizontal alignment.

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Align Top Center Sets Top vertical alignment and Center horizontal alignment.
Align Top Right Sets Top vertical alignment and Right horizontal alignment.
Align Center Left Sets Center vertical alignment and Left horizontal alignment.
Align Center Sets Center vertical and horizontal alignment.
Align Center Right Sets Center vertical alignment and Right horizontal alignment.
Align Bottom Left Sets Bottom vertical alignment and Left horizontal alignment.
Align Bottom Center Sets Bottom vertical alignment to Center horizontal alignment.
Align Bottom Right Sets Bottom vertical alignment and Right horizontal alignment.
Text Direction Changes direction of text in cell.
Cell Margins Sets margins for individual cells.
Sort Sorts selected cells.
Repeat Header Row Repeats header rows when table spans multiple pages.
Convert to Text Converts table to Text.
Formula Enters calculated formula.
Table 2.1.3: The Design Tab Options
B. Editing Tables
After a table is created, there may be some requirements to make a few changes in it. Some procedures
may be followed to perform basic table-editing tasks such as adding and deleting rows and columns
and changing column widths or row heights etc.
(a) Moving and Selecting in Tables
The following Table 2.1.4 displays the shortcut keys to move and select tables in Word 2010.

To Move To This cell Keyboard shortcut To Move To This cell Keyboard shortcut
Next cell in row Tab Last cell in row Alt + End
Previous cell in row Shift + Tab Last cell in column Alt + PgDn
First cell in row Alt + Home Previous row Up Arrow
First cell in column Alt + PgUp Next row Down Arrow
Table 2.1.4: Shortcut Keys to move and select the tables
(b) Inserting Cells
We can insert cells within a Word table. To do so, follow these steps:
(i) Click in a cell that is located just to the right of or above where we want to insert a cell.
(ii) Under Table Tools, on the Layout tab, click the Rows & Columns Dialog Box Launcher that
appears on its lower-right corner or right click in the cell and select Insert - >> Insert Cells.
(iii) The Insert Cells Dialog box gets appeared as shown in the Fig. 2.1.12(C). Click one of the
following options as shown in Table 2.1.5.

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 The Insert Tab
Click this To Do This
This adds new cells above selected cells and shift down unselected cells in
Shift Cells right
the same rows.
This inserts the new cells to the left of the selected cells, with extra cells
Shift Cells Down
added to the affected rows.
Table 2.1.5: Cell Insertion Points
(c) Adding a row above or below
(i) Click in a cell that is located just below or above where we want to add a row.
(ii) To insert rows in the table, do any of the following:
 Right-click the selected cell, point to Insert, click Insert Rows Above or Insert Rows Below
as desired and shown in the Fig. 2.1.12 (A) below.
 Click on the Layout tab and click on to Insert Above or Insert Below option as desired in
the Rows and Columns group and as shown in the Fig. 2.1.12 (B).
 Click on to Insert Cells Dialog Box located in the lower right corner of the Rows and
Columns group and check Insert entire row and click OK as shown in the Fig. 2.1.12 (C).
This will insert an entire row just above the cell that we clicked in.

Fig. 2.1.12 (A): Insert options in shortcut menu

Fig. 2.1.12 (B): Insert Options in Layout Tab Fig. 2.1.12 (C): Insert cells
box

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(d) Adding a column left or Right
(i) Click in a cell that is located just to the right or left of where we want to add a column.
(ii) To insert columns in the table, do any of the following:
 Right-click the selected cell, point to Insert, click Insert Columns to the Left or Insert
Columns to the Right as desired and shown in the Fig. 2.1.12 (A) above.
 Click on the Layout tab and click on to Insert Left or Insert Right option as desired in the
Rows and Columns group and as shown in the Fig. 2.1.12 (B).
 Click on to Insert Cells Dialog Box in Rows and Columns group and check Insert entire
column and click OK as shown in the Fig. 2.1.12 (C). This will insert an entire column to
the left of the cell that we clicked in.
(e) Deleting Cells/Rows/Columns/Table
To delete any of the cell/row/column/Table, we shall do any of the following:
(i) Under Table Tools, click the Layout tab.

Fig. 2.1.13 (A): Delete Option in Layout Tab Fig. 2.1.13 (B): Delete Cell Dialog Box
(ii) In the Rows & Columns group, click Delete and then click any of the options Delete Cells,
Delete Rows, Delete Columns or Delete Table as desired and shown in Fig. 2.1.13 (A).
Or
Right - click to the cell/row/column or table we want to delete and click Delete Cells. The
Delete Cells Dialog Box as shown in the Fig. 2.1.13 (B) gets opened. Click the desired option as
described under Table 2.1.6:
Click this To Do This
Shift Cells Left Deletes the selected cell and shifts to the left

Shift Cells Up Deletes the selected cell and shifts the next cell up
Delete entire row Deletes the entire row of the table where we clicked in.
Delete entire column Deletes the entire column of the table where we clicked in.
Table 2.1.6: Description of option in Delete Cell Dialog Box
C. Merging Cells
We can combine two or more cells in the same row or column into a single cell. For example, we can
merge several cells horizontally to create a table heading that spans several columns.

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 The Insert Tab
(i) Select the cells that we want to merge by clicking the left edge of a cell and then dragging across
the other cells that we want as shown in Fig. 2.1.14.
(ii) Do any one of the following options:
 Under Table Tools, on the Layout tab, in the Merge group, click Merge Cells as shown in
Fig. 2.1.14.
 Right click the table and select the option Merge Cells.

Fig. 2.1.14: Merge Cells Options

D. Splitting cells
(i) Click in a cell or select multiple cells that we want to split.
(ii) Do any one of the following options:
 Under Table Tools, on the Layout tab, in the Merge group, click Split Cells, as shown in
Fig. 2.1.15.
 Right click the table and select the option Merge Cells.
(iii) Enter the number of columns or rows that we want to split the selected cells into.

Fig. 2.1.15: Split cells option

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E. Sorting the contents of the table
(a) Sort the contents of a table
(i) Click the table move handle to select the table that we want to sort.
(ii) Under Table Tools, on the Layout tab, in the Data group, click Sort.
(iii) In the Sort dialog box, select the options that we want as shown in Fig. 2.1.16.

Fig. 2.1.16: Sort Dialog Box

(b) Sort a single column in a table
(i) Select the column that we want to sort.
(ii) Under Table Tools, on the Layout tab, in the Data group, click Sort.
(iii) Under My list has, click Header row or No header row.
(iv) Click Options as shown in Fig. 2.1.17.

Fig. 2.1.17: Sort Options

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 The Insert Tab
(v) Under Sort options, select the Sort column only check box.
(vi) Click OK.
2.1.3 Illustrations
This group has the following options as shown in Fig. 2.1.18.
Picture
ClipArt
Shapes
Smart Art
Chart
Fig. 2.1.18: Illustration Group
Screenshot

I. Picture
Pictures and ClipArt can be inserted or copied into a document from many different sources,
including downloaded from a ClipArt Web site provider, copied from a Web page or inserted from
a folder where we save pictures. We can also change how a picture or ClipArt is positioned with
text within a document by using the Position and Wrap Text commands.
A. Inserting a picture
(a) From a file
(i) Click in the document where we
want to insert the picture.
(ii) On the Insert tab, in the Illustrations
group, click Picture as shown in Fig.
2.1.19 from where the user can locate
the desired picture.
(iii) Either select the picture that we want
to insert and click Insert or double-
click the picture that we want to insert.
(b) From a Webpage
(i) Open the document.
(ii) From the Web page, drag the
picture that we want into the Word
document. We should make sure that Fig. 2.1.19: Insert Picture Dialog Box
the picture that we choose is not a link
to another Web page. If we choose a picture that is linked, it will be inserted in our document
as a link instead of an image.
B. Replacing a Picture
(i) Click the picture that we want to replace.
(ii) Do any one of the following:
 Under Picture Tools, on the Format tab, in the Adjust group, click Change Picture as
shown in Fig. 2.1.20.
 Right-click the Picture to be replaced and click Change Picture as shown in Fig. 2.1.20.
(iii) Locate a new picture and then double-click it.

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Fig. 2.1.20: Replace Picture option

C. Deleting a picture
To delete a picture, do the following:
(i) Click the picture that we want to delete and then press DELETE key on the keyboard.
(ii) To delete multiple pictures, press and hold CTRL while we click the pictures that we want to
delete and then press DELETE.
D. Cropping a picture
Cropping removes or masks areas of a picture that we do not want to be shown by reducing the
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.
(a) By dragging
To crop a picture, do the following:
(i) Select the picture that we desire to trim by double-clicking it. The Picture tools get opened.
(ii) Under Picture Tools, on the Format tab, in the Size group, click Crop.
(iii) Do one of the following:
 To crop one side, drag the center cropping handle on that side inward.
 To crop equally on two sides at the same time, press and hold CTRL while we drag the
center cropping handle on either side inward.
 To crop equally on all four sides at the same time, press and hold CTRL while we drag a
corner cropping handle inward.
(iv) To position the crop, move either the crop area (by dragging the edges of the crop rectangle) or
the picture.
(v) When we are finished, press ESC.

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 The Insert Tab

Fig. 2.1.21: Crop a Picture

(b) To a specific shape
When we crop to a specific shape, the picture is automatically trimmed to fill the geometry of the
shape and the proportions of the picture are maintained.
(i) Select the picture(s) that we want to crop to a specific shape.
(ii) If we are cropping multiple pictures, we must crop to the same shape. To crop to different
shapes, crop the pictures individually.
(iii) Under Picture Tools, on the Format tab, in the Size group, click the arrow under Crop.
(iv) Click Crop to Shape and then click the shape we want to crop to as shown in Fig. 2.1.21.
(c) To an Aspect Ratio
Aspect Ratio is the ratio between picture width and picture height which can be maintained even
when resizing a picture. To crop the picture to aspect ratio, follow the aforementioned steps (i) to
(iii) and then click Aspect Ratio and choose the desired ratio.
(d) To Fit or Fill a shape
To remove part of the picture, but still fit the shape with as much of the picture as possible, we
should follow aforementioned steps (i) to (iii) and then choose the option Fill. If we want to make
the entire picture fit within the shape, we should choose Fit. The original picture aspect ratio is still
maintained in both the cases.
E. Applying an Artistic Effect
Compressing a picture to reduce the size of the file changes the amount of detail retained in the
source picture. This means that after compression, the picture can look different than before it was
compressed. Because of this, we should compress the picture and save the file, before applying an
artistic effect. We can redo the compression even after saving the file as long as we have not closed
the program we are working in, if the compression plus the artistic effect is not the look we want.
(i) Click the picture that we want to apply an artistic effect to.
(ii) Under Picture Tools, on the Format tab, in the Adjust group, click Artistic Effects. We may
have to double-click the picture to select it and open the Format tab.

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(iii) Click the artistic effect that we want. We can move our mouse pointer
over any of the effects and use Live Preview to see what the picture will
look like with that effect applied before we click the one that we want.
(iv) To fine tune the artistic effect, click Artistic Effects Options.
II. ClipArt
ClipArt is a collection of images, both line art and pictures, that we’re free to
use in our Word documents. In most cases, the result is the same as inserting
a picture, although we’re using images from a clip art library rather than
graphics files on our PC’s hard drive.
A. Inserting Clip Art
(i) Click the Insert tab.
(ii) From the Illustrations group, click the Clip Art button. The Clip Art
task pane appears as shown in Fig. 2.1.22.
(iii) In the Search For box, type a word or phrase that describes the clip art
that we want or type in all or some of the file name of the ClipArt.
 To expand the search, we may click the Include Office.com content
check box.
 To limit the search results to a specific media type, we shall click the
arrow in the Results should be box and select the check box next to
Illustrations Photographs, Videos or Audio.
(iv) Click Go. In the list of results, click the ClipArt to insert it. To use the
results — we may have to scroll a bit to see all of them as shown in Fig.
2.1.22.
(v) Point the mouse at the image we want. A menu button appears. Fig. 2.1.22: Clip Art
(vi) Click the menu button and choose Insert. The image is popped down Task Pane
into our document.
(vii)Close the Clip Art task pane by clicking the X in its upper-right
corner.
Word inserts the Clip Art graphic right into our text, just like it’s a big
character, where the insertion pointer is blinking. To modify a clip
art picture, right-click it and select the option Edit Picture as shown
in the Fig. 2.1.23. Use the tools on the Drawing toolbar to modify
the objects.
III. Shapes
We can add one shape to our file or combine multiple shapes to Fig. 2.1.23: Edit Clip Art
make a drawing or a more complex shape. Available shapes include lines, basic geometric shapes,
arrows, equation shapes, flowchart shapes, stars, banners and callouts. After we add one or more
shapes, we can add text, bullets, numbering and Quick Styles to them.
A. Adding Shapes
(i) On the Insert tab, in the Illustrations group, click Shapes as shown in Fig. 2.1.24.
(ii) Under Insert Shapes group on the Format tab click the More button .
(iii) Click the shape that we want, click anywhere in the document and then drag to place the shape.

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 The Insert Tab
On choosing a shape, drawing tools toolbar will get opened
through which user change shape styles, effects, can fill color etc.
B. Adding multiple shapes in the file
(i) On the Insert tab, in the Illustrations group, click Shapes.
(ii) Right click the shape that we desire to add and then click Lock
drawing Mode as shown in Fig. 2.1.25.
(iii) Click anywhere in the document and then drag to place the shape.
Repeat this for each shape that we want to add.
(iv) After all the shapes are added, press ESC.
C. Adding Text to a Shape
Right-click the shape that we want to add text to, click Add Text and
then type the text.
D. Adding a bulleted or numbered list to a shape
(i) Select the text in the shape that we want to add bullets or
numbering to.
(ii) Do one of the following:
 On the Home tab, in the Paragraph group, choose Bullets Fig. 2.1.24: Inserting Shapes
or Numbering.
 Right-click the Shape and select Bullets or
Numbering.
E. Adding a Quick Style to a shape
Quick styles are combinations of different formatting
options that are displayed in a thumbnail in the Quick
Style gallery in the Shape Styles group. When we rest
our pointer over a Quick style thumbnail, we can see
how the Shape Style affects our shape.
(i) Click the shape that we want to apply a new or Fig. 2.1.25: Lock Drawing Mode
different Quick style to.
(ii) Under Drawing Tools, on the Format tab, in the Shape Styles group (indicated with arrow 1),
click the Quick Style that we want as shown in Fig. 2.1.26.

Fig. 2.1.26: Shape Styles Group

F. Deleting a shape from the document
Click the shape that we want to delete and then press DELETE. To delete multiple shapes, press
CTRL while we click the shapes that we want to delete and then press DELETE.
G. Adding or changing a shape fill
(i) Click the shape that we want to add a fill to. To add the same fill to multiple shapes, click the
first shape and then press and hold CTRL while we click the other shapes.

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(ii) Under Drawing Tools, on the Format tab, in the Shape Styles group, click the arrow next to
Shape Fill (indicated with arrow 2), as shown in Fig. 2.1.26 and then do one of the following:
 To add or change a fill color, click the color that we want or to choose no color, click No
Fill.
 To change to a color that is not in the theme colors, click More Fill Colors and then either
click the color that we want on the Standard tab or mix our own color on the Custom tab.
Custom colors and colors on the Standard tab do not update if we later change the document
theme.
H. Wrapping Text around the graphics
To control how an image and text interact in Word 2010, click the image to select it. When the image
is selected, Word displays a Format tab, from which we can choose the Text Wrapping menu, found
in the Arrange group.
 In Line with Text: The image is treated like text — specifically, like a large, single character.
The image can have text before it or behind it, be in the middle of a paragraph of text or be on a
line by itself. The image stays with the text while we edit and the line that the image is on grows
extra vertical space to accommodate the image.
 Square: The image sits on the same plane as the text, but the text flows around the image in a
square pattern, regardless of the image’s shape.
 Tight: Text flows around the image and hugs its shape.
 Through: Text flows around the image as best it can, similar to the Tight option.
 Top and Bottom: Text stops at the top of the image and continues below the image.
 Behind Text: The image floats behind the text, looking almost like the image is part of the paper.
 In Front of Text: The image floats on top of our text, like a photograph dropped on the paper.
 Edit Wrap Points: We can specifically control how text wraps around an image. By adjusting
tiny handles and dashed red lines, we can make text wrapping as tight or creative as we like.
 More Layout Options: We can summon the Advanced Layout dialog box, which provides
custom controls for image position, as well as wrapping options.
IV. Smart Art
SmartArt graphic is a visual representation of our information that we can quickly and easily create,
choosing from among many different layouts, to effectively communicate our message or ideas.
With SmartArt graphics, we can show all sorts of relationships using diagrams, change between
SmartArt graphic types so that we can determine which SmartArt graphic variant works best for
us, change the colors and effects of our SmartArt graphics and customize the look of the SmartArt
graphic further by editing individual shape elements contained within the SmartArt graphic.
Purpose of Graphic Graphic type
Show non-sequential information List
Shows steps in a process or timeline Process
Show a continual process Cycle
Show a decision tree Hierarchy
Create an Organization chart Hierarchy
Illustrate connections Relationship
Show how parts relate to a whole Matrix
Show proportional relationships with the largest component on the top or bottom Pyramid
Draw a family tree with pictures Picture

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 The Insert Tab
A. Inserting SmartArt
(i) Place the cursor in the document where we want the illustration/picture.
(ii) Click the Insert ->> Illustrations ->> SmartArt.
(iii) In the Choose a SmartArt Graphic dialog box, click the type and layout that we want.
(iv) Click the arrow on the left side of the graphic to insert text or type the text in the graphics as
shown in Fig. 2.1.27(A).
B. Add or Delete shapes in SmartArt
(i) Click the SmartArt graphic that we want to add another shape to.
(ii) Click the existing shape that is located closest to where we want to add the new shape.

Fig. 2.1.27 (A): Smart Art Options

(iii) Under SmartArt Tools, on the Design tab, in the Create Graphic group, click the arrow under
Add Shape as shown in the Fig. 2.1.27(B).

Fig. 2.1.27 (B): Smart Art Tools

(iv) Do one of the following:
 To insert a shape after the selected shape, click Add Shape After.
 To insert a shape before the selected shape, click Add Shape Before.
To delete a shape from the SmartArt graphic, click the shape we want to delete and then press
DELETE. To delete our entire SmartArt graphic, click the border of the SmartArt graphic and then
press DELETE.
V. Chart
In Microsoft Word 2010, we can insert many kinds of data charts and graphs, such as column charts,
line graphs, pie charts, bar charts, area graphs, scatter graphs, stock charts, surface charts, doughnut
charts, bubble graphs and radar graphs.
A. Inserting Chart
(i) Click where we want to insert the chart.

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(ii) On the Insert tab in the Illustrations group, click Chart.
(iii) In the Insert Chart Dialog Box, click the arrows to scroll through the chart types and select the
type of the chart that we want and click OK, as shown in Fig. 2.1.28.

Fig. 2.1.28: Insert Chart Diglog Box

B. Applying a Chart layout that contains titles
 Click the chart to which we want to apply a chart layout. This displays the Chart Tools,
adding the Design, Layout and Format tabs as shown in Fig. 2.1.29.

Fig. 2.1.29: Design, Layout and Format Tabs

 On the Design tab, in the Chart Layouts group, click a layout that contains titles.
C. Add a Chart Title manually
(i) Click the chart to which we want to add a title.
(ii) This displays the Chart Tools, adding the Design, Layout and Format tabs.
(iii) On the Layout tab, in the Labels group, click Chart Title as shown below in Fig. 2.1.30.

Fig. 2.1.30: Chart Title

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 The Insert Tab
VI. Screenshot
In MS Word 2010, we can quickly and easily add a screenshot to our file to enhance the readability
or capture information without leaving the program that we are working in. We can use this feature
to take a picture of all or part of the windows open on our computer. These screenshots are easy
to read in printed documents and are useful for capturing snapshots of information that might
change or expire, such as a breaking news story or a time-sensitive list of available flights and rates
on a travel Web site. Screenshots are also helpful for copying from Web pages and other sources
whose formatting might not successfully transfer into the file by any other method. Screenshots are
static images, therefore, when we take a screenshot of something (for example, a Web page) and the
information changes at the source, the screenshot is not updated.
When we click the Screenshot button, we can insert the whole program window or use the Screen
Clipping tool to select part of a window. Only windows that have not been minimized to the taskbar
can be captured.
(i) Click the document that we want to add the screenshot to.
(ii) On the Insert tab, in the Illustrations group, click Screenshot as shown in the Fig. 2.1.31.

Fig. 2.1.31: Screenshot option

(iii) Do one of the following:
 To add the whole window, click the thumbnail in the Available Windows gallery.
 To add part of the window, click Screen Clipping. The last screen displayed gets
redisplayed (but faded) with some crosshairs for us to drag a selection. The area of the
screen we select with the crosshairs is ‘cut’ and pasted into our Word document. After we
add the screenshot, we can use the tools on the Picture Tools tab to edit and enhance the
screenshot.
2.1.4 Links
This group of Word 2010 helps us insert a
bookmark so that we can quickly return to a
specific part of our document. It will also help
us insert a cross-reference or hyperlink. This
group has the following options as shown in
the Fig. 2.1.32:
 Hyperlink
 Bookmark
 Cross-reference
I. Hyperlink
A. Create a customized hyperlink to a Fig. 2.1.32: Insert HyperLink Dialog box
document

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 Office automation-MS-Word 2010
Select the text or picture that we want to display as
the hyperlink.
(i) On the Insert tab, in the Links group, click
Hyperlink. We can also right-click the text or
picture and then click Hyperlink on the shortcut
menu.
(ii) Do one of the following:
 To link to an existing file or Web page, click
Existing File or Web Page under Link to
and then type the address that we want to Fig. 2.1.33: Hyperlink to New Document
link to in the Address box. If we don’t know
the address for a file, click the arrow in the Look in list and then navigate to the file that
we want, as shown in Fig. 2.1.32.
 To link to a file that we haven’t created yet, click Create New Document under Link to,
type the name of the new file in the Name of new document box and then, under When to
edit, click Edit the new document later or Edit the new document now as shown in the
Fig. 2.1.33.
II. Bookmark
A Bookmark identifies a location or a selection of text that
we name and identify for future reference. For example, we
might use a bookmark to identify text that we want to revise
at a later time. Instead of scrolling through the document
to locate the text, we can go to it by using the Bookmark
dialog box. We can also add cross-references to bookmarks.
For example, after we insert a bookmark in a document, we
can refer to that bookmark from other places in the text by
creating cross-references to the bookmark.
A. Add a bookmark
(i) Select the text or item to which we want to assign a
bookmark or click where we want to insert a bookmark.
(ii) On the Insert tab, in the Links group, click Bookmark. Fig. 2.1.34: Bookmark Dialog Box
(iii) Under Bookmark name, type or select a name. Bookmark
names must begin with a letter and can contain numbers. We can’t include spaces in a bookmark
name. However, we can use the underscore character to separate words — for example, “First_
heading.”
(iv) Click Add as shown in Fig. 2.1.34.
B. Change a bookmark
When we add a bookmark to a block of text, Microsoft Office Word surrounds the text with square
brackets. When we change a bookmarked item, we must ensure that we change the text or graphics
inside the brackets.
(a) Display bookmark brackets
(i) Click the Microsoft Office Button and then click Word Options.
(ii) Click Advanced and then select the Show bookmarks check box under Show document content
and then click OK as shown in Fig. 2.1.35.

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 The Insert Tab
(b) Go to a specific Bookmark
(i) On the Insert tab, in the Links
group, click Bookmark.
(ii) Click either Name or Location to
sort the list of bookmarks in the
document.
(iii) Click the name of the bookmark
that we want to go to.
(iv) Click Go To as shown in Fig. 2.1.34.
(c) Delete a bookmark
(i) On the Insert tab, in the Links
group, click Bookmark. Fig. 2.1.35: Display Bookmark
(ii) Click the name of the bookmark we
want to delete and then click Delete as shown in Fig. 2.1.34.
III. Cross Reference
If we are writing a manual or another type of reference document, we may want to include Cross-
References within the text to refer the reader from one part of our document to another. As we
revise our document, however, there is a good chance that the pagination, section headings, figure
numbers and so on will change, requiring us to update all of our cross-references. We can avoid this
quagmire altogether if we insert the parts of our cross-references that will need updating as fields.
This way, Word can update them for us as needed.
A. Insert Cross-Reference
To insert a Cross-reference field, follow these steps:
(i) Click at the spot where we want the cross-reference to go.
(ii) Choose Insert and then in Links group click Cross-
reference to display the Cross-reference dialog box as
shown in Fig. 2.1.36. The Cross-reference dialog box
allows us to specify the type of item we want to reference
and the information we want to appear in our document.
(iii) Display the Reference Type drop-down list and select
the type of item we want the Cross-reference to point
to. For example, if we want to refer to a Bookmark in
our document, choose Bookmark. The Insert Reference
To and For which Bookmarks sections in the dialog box Fig. 2.1.36: Cross Reference Dialog Box
change dynamically to present the options available for
the reference type we choose.
(iv) In the Insert Reference To list, select the type of information that we want to appear in the text
and in the For which Bookmarks section, select the specific bookmark that we want to refer to.
(v) Click the Insert button to insert the field in our document.
(vi) If we have more cross-reference fields we would like to insert, click outside of the dialog box to
activate the current document, click at the next location where we want to insert a cross-reference
field, click the title bar of the Cross-reference dialog box to activate it again and then repeat
steps (iii) to (vi). When done, click the Cancel button.

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B. Delete Cross-Reference
To delete a cross reference, simply highlight cross reference and press the DELETE key.
2.1.5 Header & Footer:
The Header and Footer section makes inserting a header or footer easy work and also helps us in
inserting page numbers. Header and Footer are areas in the top, bottom and side margins of each
page in a document. We can insert or change text or graphics in headers and footers. For example,
we can add page numbers, the time and date a company logo, the document title or file name or the
author’s name. This group has the following options as shown in Fig. 2.1.37.
 Header
 Footer
 Page Number
I. Header or a Footer Fig. 2.1.37: Header &
A. Inserting a Header or a Footer Footer Group

By default, Headers and Footers appear on every page of our

document. Word gives us several presets to select from; we can also
begin with a blank Header or Footer.
From the Insert command tab, in the Header & Footer section, click
Header or Footer. The scroll list of preset headers or footers appears.
Select the desired header or footer style .To start with a blank Header/
Footer, select Edit Header or Edit Footer as shown in Fig. 2.1.38.
B. Editing Header or Footer Content
(i) To edit or format the content of header/footer, many built-in
options appear in the Header & Footer Tools Design Tab.
(ii) Double-click within the Header or Footer.
(iii) To edit the content of a header, click Header and select Edit Header
as displayed in the Fig. 2.1.38. To edit the content of footer, click
Footer and then select Edit Footer and enter the desired text.
(iv) We may select additional customizing options as shown in the
Fig. 2.1.39 as desired.
Fig. 2.1.38: Header Options
(v) Click Close Header and Footer.

Fig. 2.1.39: Header & Footer Tools Design Tab

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 The Insert Tab
C. The Header & Footer Tools Design Tab
The Header & Footer Tools Design command tab gets activated only when an existing header or
footer is selected. This special command tab provides several unique Header and Footer formatting
options displayed in the Fig. 2.1.39.
(a) Header & Footer Group
The buttons in the Header & Footer group let us add Header and Footer.
(b) Insert Group
The buttons in the Insert group let us add graphics and preformatted text elements (e.g., time
and date document properties) to our headers and footer.
(c) Navigation Group
The Navigation group buttons let us navigate between headers and footers and from the header
in one section to the header in another section.
(d) Options Group
The Options group provides the options of creating a different header on the first page. We
can also select to have a different header/footer on the odd & even pages; this is useful if we
need to adjust the alignment of the headers/footers for facing pages. If Show Document Text
is deselected (i.e., there is no checkmark), then our document’s text will not show--only our
header/footer will show.
(e) Position Group
This group allows us to adjust where our header appears on the page(s). The default setting is
0.5 inches from the top and bottom of the page.
(f) Close Header and Footer Group
From here we can exit the header/footer text box and continue editing our document.
D. Creating Odd and Even Page Headers and Footers
We can create different odd and even page headers and footers, which display different information
on the odd and even pages of our document.
 On the first page of the document, double click within the header or footer. The Header & Footer
Tools Design tab appears.
 From the Headers & Footers Tools Design tab, in the Options section, select Different Odd
& Even Pages as shown in the Fig. 2.1.39. In the Odd Page Header text box, insert the desired
information.
 Click Go To Footer (Refer to Fig. 2.1.39). In the Odd Page Footer text box, insert the desired
information.
 To create the header and footer for even pages, in the Navigation section, click Next.
 In the Even Page Footer text box, insert the desired information.
 Click Go To Header. In the Even Page Header text box, insert the desired information.
 To return to our document, click Close Header and Footer.
E. Removing Header and Footer
Double-click the header and footer and then press DELETE key.
II. Page Numbers
If our document has multiple pages, we can display the page number on each page. In most

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documents, page numbers appear in either the header or the
footer of each page. MS Word 2010 has many preformatted
page number designs so that we can quickly insert headers
or footers that display the page number.
We can also create headers or footers that contain the page
number and additional content, such as a graphic, the
document title, the author’s name or the date.
A. Inserting Page Numbers
(i) On the Insert tab, in the Header and Footer group, click
Page Number.
(ii) Click the page number location that we desire. Fig. 2.1.40: Insert Page Numbers
(iii) In the gallery, scroll through the options and then click the page number format that we want.
(iv) To return to the body of our document, click Close Header and Footer on the Design tab.
B. Removing page numbers
We can quickly remove a header or footer that consists only of the page number and we can delete
just the page number from a header or footer that contains additional content. If we created different
first-page or odd-and-even headers or footers or if we use sections that aren’t linked, be sure to
remove the page numbers from each different Header or Footer.
2.1.6 Text:
This group has the following options as shown in the Fig.
2.1.41.
 Text Box
 Quick parts
 WordArt Fig. 2.1.41: Text Group
 Drop Cap
 Signature Line
 Date & time
 Object
I. Text Box
A. Inserting a text box
(i) On the Insert tab, in the Text group, either click Text Box for some
built-in textboxes or click Draw Text Box as shown in the Fig. 2.1.42.
(ii) Click in the document and then drag to draw the text box the size
that we want.
(iii) To add text to a text box, click inside the text box and then type or
paste text. To position the text box, click it and then when the pointer
becomes a , drag the text box to a new location. We can change or
remove a text box border or add a fill or effect to a text box.
To format the text box, double click it which will activate the Text Box
tools as shown in the Fig. 2.1.43.
Fig. 2.1.42: Built-In Text
boxes

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 The Insert Tab

Fig. 2.1.43: Text Box Tool

B. Deleting a text box
We shall click the border of the text box that we want to delete and then press DELETE. Make sure
that the pointer is not inside the text box, but rather on the border of the text box. If the pointer is not
on the border, pressing DELETE will delete the text inside the text box and not the text box.
C. Copying a text box
We shall click the border of the text box that we want to copy. On the Home tab, in the Clipboard
group, click Copy. Make sure that the pointer is not inside the text box, but rather on the border of
the text box. If the pointer is not on the border, pressing Copy will copy the text inside the text box
and not the text box. On the Home tab, in the Clipboard group, click Paste.
II. Quick Parts
The Quick Part gallery in MS Word 2010 is a gallery where we can create, store and find reusable
pieces of content, including AutoText, document properties such as title and author and fields as
displayed in the Fig. 2.1.44. Quick Parts can save us a lot of time when we’re creating our documents.
A. AutoText
AutoText is reusable content that we can store and access
again and again. To do so, follow these steps:
(i) Select the text we want to reuse.
(ii) Click AutoText to access the AutoText gallery and then
click Save Selection to AutoText Gallery. By filling in
the new building block information we store the content
we save to use again and again.
B. Document Property
Click Document Property to choose from a list of properties
that we can insert in our document. Fill in the document
property box to create properties that travel with our
document.
C. Field
Use field codes to insert fields that can provide automatically
updated information, such as the time, title, page numbers
and so on. Fig. 2.1.44: Quick Parts Option
D. Building Blocks Organizer
We shall click Building Blocks Organizer to preview all of
the building blocks available to us in Word. We can also edit properties, delete and insert buildings
blocks.
E. Save Selection to Quick Part Gallery
We shall select a phrase, sentence or other portion of the document. Click Insert ->> Text ->> Quick
Parts ->> Save Selection to Quick Part Gallery. After we save a selection to the Quick Part Gallery,
we can reuse the selection by clicking Quick Parts and choosing the selection from the gallery.

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III. WordArt
WordArt is a gallery of text styles that we can add to our Office documents to create decorative
effects, such as shadowed or mirrored (reflected) text, skew text, stretch a title, make text fit in a
preset shape, gradient field and can even convert existing text into WordArt.
A. Creating WordArt
(i) Click on the Insert ->> Text ->> Word Art. The WordArt dialog box appears as shown below
in Fig. 2.1.45.
(ii) Select the desired style. The Edit WordArt Text dialog box appears as shown in Fig. 2.1.45.
(iii) In the Text text box, type the desired text and format it from the Font or Size pull-down lists.
(iv) Click OK.

Fig. 2.1.45: WordArt gallery and Dialog Box

B. Resizing WordArt
We should be careful when resizing text so that we do not distort the letters excessively, making
them unreadable. Using corner handles does not automatically resize proportionally. To resize
proportionally, one should follow these steps:
(i) Select the WordArt. Sizing handles appear on the text box area.
(ii) Place the pointer over one of the sizing handles. When the pointer changes to a two-directional
arrow, we can move the pointer in any direction.
(iii) Click and drag the border to the desired size. A dotted outline appears indicating the new size.
(iv) Release the mouse.
C. Moving / Editing WordArt
If the WordArt we have created is in the wrong place, the image can be easily moved. Click the
WordArt once to select it. The WordArt tools get displayed. Use Wrap Text option to move the
WordArt and Edit Text option to edit the content of the WordArt. WordArt styles, Shadow Effects,
3-D Effects can be applied to WordArt window and can also be arranged and resized using the
options available in the WordArt Tools.

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 The Insert Tab
D. Convert existing text to WordArt in PowerPoint and Word
(i) Select the text that is required to be converted to WordArt.
(ii) Click Insert ->> Text ->> WordArt and then choose the WordArt that we want.
E. Removing the WordArt Style
When we remove the WordArt style from our text, the text remains and changes to plain text.
(i) Select the WordArt text that we want to remove the WordArt style from.
(ii) On the Home tab, in the Font group, click Clear Formatting .
F. Deleting the WordArt
Select the WordArt that we want to remove and then press DELETE.
IV. Drop Cap
Drop Cap are those giant letters that begin the first paragraph of a chapter or document. They get
attention by standing out and demanding focus.
A. Inserting Drop Cap
(i) Highlight the paragraph that will contain the drop cap.
(ii) Click the Insert tab.
(iii) In the Text section, click Drop Cap.
(iv) Select either Dropped or In margin as shown in Fig. 2.1.46.
B. Removing Drop Cap
(i) Highlight the paragraph that contains the drop cap.
(ii) Click the Insert tab.
(iii) In the Text section, click Drop Cap. Fig. 2.1.46: Drop Cap
Options
(iv) Select None.
V. Signature Line
We can add a signature line to a document; add a graphic of our handwritten signature or save a
signature block as an AutoText building block. Signature Line helps to provide assurance in terms
of authenticity, integrity and origin of our document by adding a digital signature to the document.
In Office Word 2010, either we can add an invisible digital signature to a document or we can insert
a Microsoft Office Signature Line to capture a visible representation of a signature along with a
digital signature.
The ability to capture digital signatures by using signature lines in Office
documents makes it possible for organizations to use paperless signing
processes for documents like contracts or other agreements. Unlike
signatures on paper, digital signatures provide a record of exactly what
was signed and they allow the signature to be verified in the future.
A. Inserting a Signature into a Word document
(i) Create and Save document we wish to sign.
Fig. 2.1.47: Signature
Setup Window

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 Office automation-MS-Word 2010
(ii)From the menu bar, click the Insert tab and then click
Signature Line.
Signature Setup window appears which allows us to
(iii)
configure what information is injected with the Signature
Line, (Optional) as shown in Fig. 2.1.47. The Signature Line
is now displayed where the signature will be created.
(iv) Right-click on the X, in the Signature Line and then select Sign as
shown in Fig. 2.1.48. An image such as logo or image of signature
can be added, to the Signature Line. Word will automatically
display Certificates available for signing from certificate store or
token, which can be accepted or changed. Fig. 2.1.48: Sign On option
(v) Word creates the signature and document is saved.
VI. Date & Time
Word 2010 provides the facility of inserting date and
time in the Word documents. The date/ time can either
be automatically updated or the original date and time
can be maintained as static filed.
(i) Click where we want to insert the date or time.
(ii) On the Insert menu, click Date and Time. The Date
and Time dialog box gets opened as shown in Fig.
2.1.49.
(iii) If we want to insert the date or time in a different
language format, then click the language in the Fig. 2.1.49: Date and Time Box
Language box. The Language box includes a list of
the enabled editing languages. Additional date and
time options may also be available, depending on the
language that we selected.
(iv) In the Available format box, click a date or time
format.
(v) Select whether we want the date to automatically
update or to remain as originally inserted. Do one of
the following:
 To insert the date and time as a field that’s
automatically updated when we open or print
the document, select the Update automatically
check box. Fig. 2.1.50: Object Dialog Box
 To maintain the original date and time as static text, clear the Update automatically check
box.
VII. Object
We can create a linked object or embedded object from any program that supports linked objects
and embedded objects.
A. Creating a new Embedded object
(i) Click in the document where we want to place the embedded object.
(ii) On the Insert menu, click Object and then click the Create New tab.

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(iii) In the Object type box, click the type of object we want to create as shown in Fig. 2.1.50. Only
programs that are installed on our computer and that support linked objects and embedded
objects appear in the Object type box.
(iv) To display the embedded object as an icon — for example, if we want to minimize the amount
of space the object uses in the document — select the Display as icon check box.
B. Creating a linked object or embedded object with existing information
(i) Open the file that contains the information we want to create a linked object or embedded object
from and then select the information and click Copy.
(ii) Switch to the Microsoft Word document and then click where we want the information to
appear.
(iii) On the Clipboard option of Home tab, explore different Paste Options. Once we have created
an object, we can change its appearance to meet our design needs by resizing, shading, adding
shadows, and/or creating 3-D effects.
2.1.7 Symbols
This group has the following options as shown in Fig. 2.1.51.
 Equation
 Symbol Fig. 2.1.51:
Symbols Tab
I. Equation
Microsoft Word 2010 includes built-in support for writing and editing
equations. Previous versions used the Microsoft Equation 3.0 add-in or
the Math Type add - in. If an equation was written in a previous version
of Word and we want to edit the equation by using Word 2010, we need
to use the add-in that was used to write the equation.
A. Writing an Equation
To access the mathematical equations tool, do the following:
(i) Place the cursor in the document where the equation is to be
inserted.
(ii) Click the Insert ->> Symbols ->> Equation.
(iii) Choose the appropriate equation and structure that we want or
click Insert New Equation to type an equation as shown in the Fig.
2.1.52.
(iv) To edit the equation, click the equation and the Design Tool as
shown in Fig. 2.1.53.

Fig. 2.1.52: Build-In

Equations

Fig. 2.1.53: Design Tool

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II. Symbol
Symbols and Special Characters
Special characters are punctuation, spacing or typographical characters that are not generally
available on the standard keyboard. To insert symbols and special characters:
(i) Place the cursor in the document where the symbol is to be inserted.
(ii) Click the Insert ->> Symbols ->> Symbol tab.
(iii) Choose the appropriate symbol. For more symbols click the option More Symbol as shown in
the Fig. 2.1.54. Once inserted, it can be copied, cut and pasted just like regular text.

Fig. 2.1.54: Symbols Tab

REFERENCES
http://office.microsoft.com/en-us/word-help/quick-start-add-a-chart-to-your-document-HA010379388.
aspx
http://office.microsoft.com/en-us/word-help/create-a-smartart-graphic-HA010354861.aspx

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 3
C Managing Documents
H
A
P
MANAGING
T
E DOCUMENTS
R

LEARNING OBJECTIVES
 To introduce the concept of Table of contents, footnotes & endnotes and captions etc. in word
documents (References Tab).
 What is Template?
 Create and download a template from office.com
 Edit and modify the template
 Introduction Version Control in word 2010
 Configure Auto save settings
 Manage auto Save Versions
 Restore and Compare Versions
 Recover Unsaved files
 To know different types of document views, zooming concepts (View Tab).
 To create, execute and delete Macros in word documents (View Tab).
 To save a word document as PDF file (PDF Tab).
Word 2010 offers great tools for citing sources, creating a bibliography and managing the sources.
The first step to create a reference list and citations in a document is to choose the appropriate style
that we will be using for formatting the citations and references.

3.1 REFERENCES
It has the following options as shown in Fig. 3.1.1:
1. Table of Contents
2. Footnotes
3. Citations & Bibliography
4. Captions
5. Index
6. Table of Authorities

Fig. 3.1.1: References Tab

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3.1.1 Table of Contents Group
This group has the following options as shown in Fig. 3.1.2.
Table of Contents

Add Text

Update Table

We can create a table of contents by choosing the heading styles — for

example, Heading 1, Heading 2 and Heading 3 — that we want to include
in the table of contents. Microsoft Office Word searches for headings that
match the style that we choose formats and indents the entry text according Fig. 3.1.2: Table of
to the heading style and then inserts the table of contents into the document. Contents
I. Table of Contents
Microsoft Office Word 2010 provides a gallery of automatic table of contents styles. We can create
a table of contents by applying heading styles — for example, Heading 1, Heading 2 and Heading
3 — to the text that we want to include in the table of contents. Microsoft Word 2010 searches for
those headings and then inserts the table of contents into our document. When we create a table of
contents this way, we can automatically update it if we make changes in our document. Microsoft
Word 2010 provides a gallery of automatic table of contents styles. Mark the table of contents entries
and then click the table of contents style that we want from the gallery of options. We can also create
a custom table of contents with the options we choose and any custom styles that we have applied
by using the Table of Contents dialog box or we can manually type a table of contents.
A. Create a Table of contents from the Gallery
Mark the Table of Contents entries and then click the table of contents style that we want from the
gallery of options. Office Word 2010 automatically creates the table of contents from the headings
that we marked.
(i) Click where we want to insert the table of contents.
(ii) Click References ->> Table of Contents ->> Insert Table of Contents.
(iii) Click the table of styles we want as shown in the Fig. 3.1.2.
B. Create a Custom Table of Contents
Use this procedure to create Table of Contents.
(i) Click where we want to insert the table of contents,
usually at the beginning of a document.
(ii) On the References tab, in the Table of Contents group,
click Table of Contents and then click Insert Table of
Contents as shown in the Fig. 3.1.2.
(iii) In the Table of Contents dialog box as shown in the Fig.
3.1.3, do any of the following:
 To change how many heading levels are displayed
in the table of contents, enter the number that we
want in the box next to Show levels, under General. Fig. 3.1.3: Table of Contents
Dialog Box

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 To change the overall look of the table of contents, click a different format in the Formats
list. We can see what our choice looks like in the Print Preview and Web Preview areas.
 To change the type of line that appears between the entry text and the page number, click
an option in the Tab leader list.
 To change the way heading levels are displayed in the table of contents, click Modify. In
the Style dialog box, click the level that we want to change and then click Modify. In the
Modify Style dialog box, we can change the font, the size and the amount of indentation.
C. To Mark Individual Entries
(i) Select the text we wish to make a heading.
(ii) Click the References Tab.
(iii) Click Add Text in the Table of Contents Group.
Fig. 3.1.4: Add level
(iv) Click the Level that we want to label our selection as shown in Fig. Option
3.1.4.
D. Update Table of Contents
If we have added or removed headings or other Table of Contents entries
in our document, we can update the table of contents.
(i) Click the References tab, in the Table of Contents group; click
Update Table as shown in the Fig. 3.1.5.
(ii) Choose either Update Page Numbers only or Update entire table as Fig. 3.1.5: Update To C
shown in Fig. 3.1.5.
E. Delete Table of Contents
To delete a table of contents, do the following;
(i) Choose the Table of Contents to be deleted.
(ii) Click the References tab.
(iii) Click Table of Contents.
(iv) Click Remove Table of Contents as shown in Fig. 3.1.2.
3.1.2 Footnotes Group
Footnotes and Endnotes are used in printed documents to explain, comment on or provide references
for text of a document. We might use footnotes for detailed comments and endnotes for citation of
sources.
This group has the following options as shown in the Fig. 3.1.6.
Insert Footnote
Insert Endnote
 Next Footnote
Show Notes
Fig. 3.1.6: Footnotes
I. Insert a Footnote or an Endnote Group
MS Word 2010 automatically numbers footnotes and endnotes. We can use a single numbering
scheme throughout a document or we can use different numbering schemes within each section in
a document.

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To insert a footnote, we should follow these steps:
(i) In the Print Layout view, click where we want to insert the note reference mark. By default,
Word places footnotes at the end of each page and endnotes at the end of the document.
(ii) On the References tab, in the Footnotes group, click Insert Footnote or Insert Endnote as shown
in Fig. 3.1.6. The keyboard shortcuts to insert a subsequent footnote or end note are to press
CTRL+ALT+ F or CTRL+ALT+D respectively.
(iii) Type the note text. Double – click the footnote or endnote references mark to return to the
reference mark in the document.
(iv) To change the location or format of footnotes or
endnotes, click the Footnote & Endnote Dialog
Box Launcher by clicking on to the arrow next to
Footnotes and do one of the following:
 To convert footnotes to endnotes or
vice-versa, under Location choose either
Footnotes or Endnotes and then click
Convert. In the Convert Notes dialog box,
click OK as shown in the Fig. 3.1.7.
 To change the numbering format, click the
desired formatting in the Number format
box and click Apply.
 To use a custom mark instead of a traditional
number format, click Symbol next to
Custom mark and then choose a mark from
the available symbols. This will not change
the existing note reference marks. It will only Fig. 3.1.7: Footnote & Endnote Dialog Box
add new ones. Launcher and Convert Notes Dialog Box
II. Delete a footnote or an endnote
When we want to delete a note, we work with the note reference mark in the document window, not
the text in the note. If we delete an automatically numbered note reference mark, Word renumbers
the notes in the new order. In the document, select the note reference mark of the footnote or endnote
that we want to delete and then press DELETE.
3.1.3 Citations & Bibliography Group
This group has the following options as shown in Fig. 3.1.8.
 Insert Citation
 Manage Sources
 Style Fig. 3.1.8: Citations and
Bibliography Group
 Bibliography
A Bibliography is a list of sources, usually placed at the end of a document that we consulted or cited
in creating the document. In Microsoft Word 2010, we can automatically generate a bibliography
based on the source information that we provide for the document. Each time that we create a new
source, the source information is saved on our computer, so that we can find and use any source we
have created. We can choose the bibliography style that we want and we can add new bibliography
styles.
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I. Insert Citation
A. Adding a new citation and source to a document
(i) On the References tab, in the Citations & Bibliography group, click the arrow next to Style as
shown in the Fig. 3.1.8.
(ii) Click the style that we want to use for the citation and source.
(iii) Click at the end of the sentence or phrase that we want to cite.
(iv) On the References tab, in the Citations & Bibliography group, click Insert Citation as shown
in the Fig. 3.1.8.
(v) Do one of the following:
 To add the source information, click Add New Source as shown in the Fig. 3.1.9.
 To add a placeholder, so that we can create a citation and fill in the source information
later, click Add New Placeholder as shown in the Fig. 3.1.9.
(vi) Begin to fill in the source information by clicking the arrow next to Type of source. For example,
our source might be a book, a report or a Web site.
(vii)Fill in the bibliography information for the source. To add more information about a source,
click the Show All Bibliography Fields check box.

Fig. 3.1.9: Insert Citation and Edit Source Dialog Box

II. Manage Sources
Once we have completed a document we may need to add or delete sources, modify existing sources
or complete the information for the placeholder.
A. To Find/Add/Delete/Edit Manage Sources
To search for a source from the list of sources, we shall use Manage Sources command. Do the
following:
(i) On the References tab, in the Citations & Bibliography group, click Manage Sources as shown
in the Fig. 3.1.8. The Fig. 3.1.10 gets opened.

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 Office automation-MS-Word 2010

Fig. 3.1.10: Source Manager Dialog Box

(ii) To find a specific source, do one of the following:
 In the sorting box, sort by author, title, citation tag name or year and then search the resulting
list for the source that we want to find.
 In the Search box, type the title or author for the source that we want to find. The list
dynamically narrows to match our search term.
 From this menu we can Add, Delete and Edit Sources (we can preview the source in the
bottom pane of the window.
III. Style
To choose a publishing style, do the following:
(i) Click the References tab.
(ii) Click the drop down box next to Style in the Citations &
Bibliography Group.
(iii) Choose the appropriate style as shown in Fig. 3.1.11.
IV. Bibliography Fig. 3.1.11: Style Group
A. Create a Bibliography
We can create a bibliography at any point after we insert one or
more sources in a document. If we don’t have all of the information
that we need about a source to create a complete citation, we
can use a placeholder citation and then complete the source
information later.
(i) Click where we want to insert a bibliography, usually at the
end of the document.
(ii) On the References tab, in the Citations & Bibliography
group, click Bibliography.
(iii) As displayed in the Fig. 3.1.12, click a predesigned
bibliography format to insert the bibliography into the
document. Fig. 3.1.12: Bibliography Option

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3.1.4 Captions Group
This group has the following options as shown in Fig. 3.1.13:
 Insert Caption
 Insert Table of Figures
 Update Table Fig. 3.1.13: Captions Group
 Cross-Reference
I. Insert Caption
A caption is a numbered label, such as Figure 1, that we can add to a figure, a table, an equation or
another object. We can add captions to figures, equations or other objects and can also use those
captions to create a table of the captioned items for example, a table of figures or a table of equations.
A. Add Captions
We can add captions to figures, equations or other objects. We can also use those captions to create
a table of the captioned items.
(i) Select the object (table, equation, figure or another object) that we want to add a caption to.
(ii) On the References tab, in the Captions group, click Insert
Caption, as shown in Fig. 3.1.13. The Caption dialog box shown
in Fig. 3.1.14 will get appeared on the screen.
(iii) In the Label list, select the label that best describes the object,
such as a figure, table or equation. If the list doesn’t provide the
correct label, click New Label, type the new label in the Label
box and then click OK.
(iv) Type any text, including punctuation that we want to appear
after the label. Fig. 3.1.14: Caption Dialog
(v) Select any other options that we want. Box
B. Include chapter numbers in captions
To include chapter numbers in captions, we must apply a unique heading style to chapter headings.
For example, if we use the Heading 1 style for chapter headings, do not use the Heading 1 style for
any other text in the document.
(i) Select the item that we want to add a caption to.
(ii) On the References tab, in the Captions group, click Insert
Caption.
(iii) In the Label list, select the item for which we want Microsoft
Office Word to insert a caption.
(iv) Type any text that we want to appear after the label.
(v) Click Numbering. Select the Include chapter number check
box as shown in Fig. 3.1.15.
(vi) In the Chapter starts with style list, select the heading style that
was applied to the chapter heading. Fig. 3.1.15: Caption Numbering

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(vii)In the Use separator list, select a punctuation mark to separate the chapter number from the
caption number.
C. Delete a Caption
(i) Select the caption we want to delete from our document.
(ii) Press DELETE. After we delete a caption, we can update the remaining captions.

D. Update caption numbers

If we insert a new caption, Microsoft Office Word automatically updates the caption numbers.
However, if we delete or move a caption, we must manually update the captions.
(i) Select a caption or captions to update. Do one of the following:
 To update a specific caption, select it.
 To update all captions, click anywhere in the document and press CTRL+A to select the
entire document.
(ii) Right-click and then click Update Field on the shortcut menu.
II. Table of Figures
If we have graphics, charts, slides and so on in our document, we can create a Table of Figures which
is defined as a list of the captions that appear in the document and the associated page numbers.
In order to create a Table of Figure, we must first label the figures in our document by inserting
captions. When we build a Table of Figures, Microsoft Word searches for the captions, sorts them
by number and displays them in the document.
A. Using captions to create a Table of Figures
(i) Firstly add captions to the figures that we want to list in the Table of Figures.
(ii) Click where we want to insert the Table of Figures.
(iii) On the References tab, in the Captions group, click Insert Table of Figures as shown in the Fig.
3.1.13.
(iv) In the Caption Label list shown in the Fig. 3.1.14, click the label type for the items that we want
to include in our Table of Figures.
(v) Choose any other option that we want and click OK.
B. Using styles to create a Table of Figures
(i) Click where we want to insert the Table of Figures.
(ii) On the References tab, in the Captions group, click Insert Table of Figures as shown in the
Fig. 3.1.13.
(iii) Click Options. The Fig. 3.1.16 indicated with the arrow gets displayed on the screen.
(iv) Select the Style check box. In the style list, click the style that we applied to the captions and
then click OK. Choose any other options that we want and then click OK.

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Fig. 3.1.16: Table of Figures options

III. Cross References

We can create a cross-reference only to an item that is in the same document as the cross-reference.
To cross-reference an item in another document, we need to first combine the documents into a
master document. We can use a master document to set up and manage a multipart document, such
as a book with several chapters. The item we cross-reference, such as a heading or bookmark, must
already exist. For example, we must insert a bookmark before we cross-reference it.
(i) In the document, type the introductory text that begins the cross-reference.
(ii) In the Captions tab of References group, click Cross-
reference. The Fig. 3.1.17 gets displayed.
(iii) In the Reference type box, click the type of item we want
to refer to — for example, a heading.
(iv) In the Insert reference to box, click the information we want
to insert in the document — for example, the heading text.
(v) In the For which numberd item box, click the specific item
we want to refer to .
(vi) To allow users to jump to the referenced item, select the
Insert as hyperlink check box. If the Include above/
below check box is available, we can select this check box
to include information about the relative position of the
referenced item. Fig. 3.1.17: Cross-reference Dialog
(vii)Click Insert. Box

3.1.5 Index Group

An Index lists the terms and topics that are discussed in a document, along
with the pages that they appear on. To create an Index, we mark the index
entries by providing the name of the main entry and the cross-reference in
our document and then we build the index.This group has the following
options shown in Fig. 3.1.18:
Fig. 3.1.18: Index Group

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 Mark Entry
 Insert Index
 Update Index
I. Create an index
We can create an index entry:
 For an individual word, phrase or symbol,
 For a topic that spans a range of pages
That refers to another entry, such as “Transportation. See Bicycles”

When we select text and mark it as an index entry, Microsoft Office Word adds a special XE (Index
Entry) field that includes the marked main entry and any cross-reference information that we choose
to include. After we mark all the index entries, we choose an index design and build the finished
index. Word collects the index entries, sorts them alphabetically, references their page numbers,
finds and removes duplicate entries from the same page and displays the index in the document.
A. Mark index entries and create an index
To create an index, we mark the entries, select a design and then build the index.
Step 1: Mark index entries
To mark index entries, do one of the following:
 Mark words or phrases
 Mark entries for text that spans a range of pages.
Mark words or phrases
(i) To use existing text as an index entry, select the text. To enter our own text as an index entry,
click where we want to insert the index entry.
(ii) On the References tab, in the Index group, click Mark Entry as shown in the Fig. 3.1.19.
(iii) To create the main index entry that uses our own text, type or edit the text in the Main Index
Entry box as shown in Fig. 3.1.19.
(iv) If desired, we can customize the entry by creating a subentry a third-level entry or a cross-
reference to another entry:
 To create a subentry, type the text in the Subentry box.
 To include a third-level entry, type the subentry text followed
by a colon (:) and then type the text of the third-level entry.
 To create a cross-reference to another entry, click Cross-reference
under Options and then type the text for the other entry in the
box.
(v) To format the page numbers that will appear in the index, select the
Bold check box or the Italic check box below Page number format.
To format the text for the index, select the text in the Main entry or
Subentry box right-click and then click Font. Select the formatting Fig. 3.1.19: Mark Index
options that we want to use. Entry Dialog Box

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(vi) To mark the index entry, click Mark. To mark all occurrences of this text in the document, click
Mark All.
(vii)To mark additional index entries, select the text, click in the Mark Index Entry dialog box and
then repeat step (iii) through step (vi).
Mark words or phrases for text that spans a range of pages
(i) Select the range of text that we want the index entry to refer to.
(ii) On the Insert tab, in the Links group, click Bookmark.
(iii) In the Bookmark name box, type a name and then click Add. In the document, click at the end
of the text that we marked with a bookmark.
(iv) On the References tab, in the Index group, click Mark Entry as shown in Fig. 3.1.18.
(v) In the Main Index entry box, type the index entry for the marked text shown in the Fig. 3.1.20.
To format the page numbers that will appear in the index, select the Bold check box or the Italic check
box below Page number format. To format the text for the index, select the text in the Main entry
or Subentry box right-click and then click Font. Select the formatting options that we want to use.
(vi) Under Options, click Page range.
(vii) In the Bookmark box, type or select the
bookmark name that we typed in step (iii) and
then click Mark.
Step 2: Create the index
After we mark the entries, we are ready to select an
index design and insert the index into our document.
(i) Click where we want to add the index.
(ii) On the References tab, in the Index group, click
Insert Index. The Fig. 3.1.20 appears on the
screen.
(iii) Do one of the following:
 Click a design in the Formats box to use one
of the available index designs.
Fig. 3.1.20: Index Dialog box
 Design a custom index layout:
 In the Formats box, click From template and then click Modify.
 In the Style dialog box, click the index style that we want to change and then click Modify.
 Under Formatting, select the options that we want.
 To add the style changes to our template, click All documents based on the template and
click OK twice.
(iv) Select any other index options that we want.
II. Edit or format an index entry

(i) If we don’t see the XE fields, click Show/Hide in the Paragraph group on the Home tab.
(ii) Find the XE field for the entry that we want to change.
(iii) To edit or format an index entry, change the text inside the quotation marks.

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(iv) To update the index, click the index and then press F9.
Or
Click Update Index in the Index group on the References tab as shown in Fig. 3.1.18.
III. Delete an index entry
(i) Select the entire index entry field, including the braces ({}) and then press DELETE. If we don’t
see the XE fields, click Show/Hide in the Paragraph group on the Home tab.
3.1.6 Table of Authorities Group
This group has the following options as shown in Fig. 3.1.21:
 Mark Citation
 Insert Table of Authorities
 Update Table Fig. 3.1.21: Table of
Table of Authorities lists the references in a legal document, along Authorities
with the numbers of the pages the references appear on. To create a
Table of Authorities, we mark citations and Microsoft Office Word inserts a special TA (Table of
Authorities Entry) in our document. We can then search the document for the next long or short
citation to mark or we can automatically mark each subsequent occurrence of the citation. If we
don’t want to use the existing categories of citations, such as cases or statutes, we can change or add
categories of citations.
When we build a Table of Authorities, Word searches for the marked citations, organizes them by
category, references their page numbers and displays the Table of Authorities in the document.
For example, the field
{ TA \l “Baldwin v. Alberti, 58 Wn. 2d 243 (1961)” \s “Baldwin v. Alberti” \c 1 \b }
create the following entry in the “Cases” category of a table of authorities.
Baldwin v. Alberti, 58 Wn. 2d 243 (1961) 5,6
I. Mark Citations
(i) Select the first citation in the document.
(ii) Either click References->>Mark Citation in the Table of Authorities group as shown in the
Fig. 3.1.21 or press ALT + SHIFT + I.
(iii) In the Selected text box shown in the Fig. 3.1.22, edit the long
citation as we want it to appear in the table of authorities.
(iv) In the Category box, click the category that applies to the
citation.
(v) In the Short citation box, edit the text so that it matches the
short citation that we want Word to search for in the document.
(vi) To mark a single citation, click Mark. To mark all long and
short citations that match those displayed in the Mark
Citation dialog box, click Mark All. Fig. 3.1.22: Mark Citation
(vii) To find the next citation in the document, click Next Citation. Dialog Box

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II. Create the Table of Authorities
(i) Click where we want to insert the Table of Authorities.
(ii) To make sure that the document is paginated correctly, we
need to hide field codes and hidden text. If the TA (Table of
Authorities Entry) fields are visible, click Show/Hide in the
Paragraph group on the Home tab.
(iii) On the References tab, in the Table of Authorities group, click
Insert Table of Authorities as shown in the Fig. 3.1.21.
(iv) In the Category box, click the category that we want to include
in our table of authorities. To include all categories, click All
Fig. 3.1.23: Table of Authorities
as shown in the Fig. 3.1.23.
Dialog Box
(v) Do one of the following:
 To use one of the available designs, click a design in the Formats box.
 To use a custom table of authorities’ layout, choose the options that we want.
(vi) Select any other Table of Authorities options that we want.
III. Edit or format a Table of Authorities entry
(i) To edit or format a TA (Table of Authorities), change the text inside the quotation marks.
(ii) To update the TA, click to the left of theTable of Authorities and press F9.
IV. Delete an entry from a table of authorities
(i) If we don’t see the TA fields, click Show/Hide in the Paragraph group on the Home tab.
(ii) Select the entire TA entry field, including the braces {} and then press DELETE.

3.2 USE OF TEMPLATES AND VERSION CONTROL

3.2.1 Introduction
Templates are a great way to save time and create consistent Office 2010 documents. They are
especially valuable for types of documents that we use frequently, such as weekly presentations,
application forms and expense reports. A template is a pre-designed document that we can use to
create documents quickly without having to think about formatting.
Microsoft Word 2010 provides some built-in templates which can be used to create attractive looking
documents;we can also download and install additional templates. There are many standardized
templates which can be used in creating commonly used documents as well as the templates which
can be used for some specific purposes like creating a resume, calendar, agenda, job descriptions,
invitations, etc.
Create and Download a template
We can find templates by clicking New on the File tab in the Office 2010 versions of programs in
Word. Templates already on our local hard disk and templates available on Office.com are shown
in a visual list, divided by category. Click a category to see the templates it contains and then select
the template that we want and then click Create or Download to open a new Office document using
that template.

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Save a Template
We can start with a blank document and save it as a template or we can create a template that is
based on an existing document or template as shown in Fig 3.2.1(A).

Fig 3.2.1 (A) : To Create new blank template

Start with a blank Template
1. Click the File tab and then click New .
2. Click Blank document and then click Create as shown in Fig 3.2.1(B).

Fig 3.2.1(B) : Start with a blank template

3. Make the changes that we want to the margin settings, page size and orientation, styles and
other formats. We can also add content controls such as a date picker, instructional text and
graphics that we want to appear in all new documents that we base on the template.
4. Click the File tab and then click Save As .
5. In the Save As dialog box, do one of the following:
On a computer that is running Windows 7, scroll to the top of the folder list and under Microsoft
Word click Templates.

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• On a computer that is running Windows Vista, under Favorite Links, click Templates.
• On a computer that is runni ng Windows XP, under Save in, click Trusted Templates.
6. Give the new template a file name, select Word Template in the Save as type list and then
click Save.
Edit and modify the Template
The Normal template opens whenever we start Word and it includes default styles, AutoText, macros,
toolbars and other customizations that determine the basic look of your document.
1. On the File menu, click Open and then navigate to C:\Documents and Settings\user name\
Application Data\Microsoft\Templates.
If no templates are listed in the Open dialog box, click the arrow next to the Files of type box
and then click Document Templates.
2. Double-click the Normal.dotm file to open it. To be certain that we’re working in the default
template, check to see that Normal.dotm appears in the Word title bar.
3. Make any changes we want, using the menus and dialog boxes just as we would to change
default settings for a document, but remember that any changes we make to Normal.dot will
be applied to documents that we create in the future.
4. When we have finished, on the Standard toolbar, click Save as shown in Fig 3.2.2.

Fig 3.2.2 : Standard toolbar

3.2.2 Version Control
In Word 2010 there is a ‘version’ feature but it’s quite different from the feature of the same name
in Word 97 to Word 2007. We can manage different auto saved versions of a particular document
and open any of them for reference, comparison or even for restoring back earlier version. Different

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versions of the document we work on will be automatically saved with a timestamp and it can be
opened as a separate document as shown in Fig 3.2.3.

Fig 3.2.3 : Manage Version screen

The crucial point is that Word 2010 only saves versions within an open document session. As soon as
we close the document, the versions are removed. This greatly limits the usefulness of the Microsoft’s
2010 attempt at ‘versioning’.
3.2.3. Configure auto-save settings
In Word 2010, Microsoft has again included the feature of auto-saving files which saves your
documents automatically after specified intervals of time. We can configure auto-save or auto-
recover settings and make required changes to the time interval. For this, click on File | Options.

Fig 3.2.4 : Auto-recover time screen

In the “Word Options” window that pops open, under “Save documents” select “Save Auto-Recover
information” option and enter required time interval to save the document versions. The default is
usually 10 minutes but we can change it to a longer or shorter time as shown in Fig 3.2.4.
We also have option to save and recover the last unsaved version of the file we are working on in
case we close the document accidently without saving it. For this select “Keep the last autosaved
version if I close without saving” option. We can specify the file location from where we can fetch
the last auto-saved file. After making changes click on OK button to close the window.
3.2.4. Manage Auto-saved versions
We can open any auto-saved version of the document we are working on. Click on File | Info |
Versions and select required version based on the given time-stamp as shown in Fig 3.2.5.

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Fig 3.2.5 : Manage different file versions

Selected auto-save version of the document will open in read-only mode as shown in Fig 3.2.6.

Fig 3.2.6 : Open autosave version

The title of the document will give details about the auto-saved version like date and time. An alert
message will appear at the top of the document asking if we want to compare the document with
the latest version or restore the auto-saved version of the file.
Note: The auto-saved file version cannot be edited as it will be in read-only mode. If we want to
make any changes and reuse the file later then we have to save the file with a new name as shown
in FIg 3.2.7.

Fig 3.2.7 : Save read-only file

3.2.5. Restore Version
Click on “Restore” button to replace the current version with the auto-saved version which we
want to retain.

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We will be prompted to confirm if we want to replace the file. If we click on OK button then we will
lose the current file version as it will be replaced by the earlier version of the file. This feature is
particularly useful when we want to undo any major change in the document as shown in Fig 3.2.8.

Fig 3.2.8 : Restore version

3.2.6. Compare Versions
We can choose “Compare” to see difference between the two versions as shown in Fig 3.2.9.

Fig 3.2.9 : Shows Comparison result

When we select this option the comparison result will be displayed in detail. There will be three
sections in the results window. In the first column a summary of the result will be displayed. Changes
based on different sections like Header, Text box, Footer will be given. Whatever content has been
modified will be explained like content added or deleted. The second section displays the compared
document. The changes between the two documents are highlighted. The third section displays both
original and revised document. Using this feature we can easily track changes amongst different
versions of the same document. After making the comparison we can save the compared document
for future reference.
All auto-saved versions of a particular document will be available only when that document is
open. Once we close the document we will lose all versions of the file unless we specifically saved
any required version of the file. Again when we open the file for editing we will not find any earlier
versions instead the auto-save process will start afresh when we begin working on the document.

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3.2.7. Recover Unsave Files
As already discussed above we need not worry about losing files in case of sudden system shutdown
or any such problem, as our last unsaved version of the file will be auto-saved. To recover this file,
click on File | Info | Versions | Manage Versions | Recover Unsaved Documents as shown in Fig
3.2.10.

Fig 3.2.10 : Restore unsaved file

Here select required file from the “Unsaved Files” folder and we can choose to open the file in desired
mode. Click on the small down arrow next to “Tools” to select the required mode like Read-Only,
Open and Repair, Open as Copy, etc. to open the file.

3.3 VIEW
We can view Word 2010 documents in a variety of ways using the View tab(Alt+W). The View tab
has four groups for view option and one for Macros as shown in Fig. 3.3.1:
1. Document Views
2. Show
3. Zoom
4. Window
5. Macros Fig. 3.3.1: View Group
3.3.1 Document Views Group
In Word 2010, we can display our document in one of five views as shown in Fig. 3.3.2:
Print Layout

Full Screen Reading

Web Layout
Outline
Draft Fig. 3.3.2: Document View
Group
I. Print Layout (Alt+W, P)
The default document view, Print Layout shows the document in a form similar to how it will look
in print, including headers and footers. This option is best for preparing work we plan to print.

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II. Full Screen Reading (Alt+W, F)
This view is built for onscreen reading and proofing. It hides the Ribbon and allows us to highlight
and insert comments but limits our ability to type into the document.
III. Web Layout (Alt+W, L)
This view shows how our page will look as a web page.
IV. Outline (Alt+W, U)
This view allows usto see or create an outline of our document’s headings.
V. Draft (Alt+W, E)
This view focuses on the text. Page breaks are shown as a dotted line and headers and footers aren’t
shown at all.
3.3.2 Show Group
This group has the following options as shown in Fig. 3.3.3 and lets us choose which tools Word
displays. The Tools available are as follows :
Ruler
Gridlines
Navigation Pane
Fig. 3.3.3: Show Group
I. Ruler
A helpful tool for setting margins and tabs, the ruler spans the top of our document.
II. Gridlines
Gridlines are helpful if we are placing images but not if we are working with text only.
III. Navigation Pane
Using the Navigation Pane, we can search for text as well as graphics, tables, equations and other
non-textual elements. Navigation Pane provides three views by clicking on their respective
tabs at the top of the Navigation Pane that display:
 Heading View- a hierarchy of headings in our document,
 Thumbnail Page View - thumbnail images of the pages in our document, and
 Search Results view - the results of our current search
3.3.3 Zoom Group
The Zoom group shown in the Fig. 3.3.4 lets us increase or decrease the size of our view without
changing the size of our fonts or the rest of our document. Zoom in or out by using the buttons on
the Zoom tab or get more zoom options by clicking on the magnifying glass in the tab.
 Zoom
 100%
 One Page
 Two Pages
 Page Width Fig. 3.3.4: Zoom Group
We can also zoom by percentage by clicking on Zoom tab wherein a window referred as Fig. 3.3.5
will get opened.

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3.3.4 Window Group
This group helps us work with, arrange and coordinate multiple
windows at the same time as shown in Fig. 3.3.6.
 New Window
 Arrange All
 Split
 View Side by Side
 Synchronous Scrolling Fig. 3.3.5: Zoom Box
 Reset Window Position
 Switch Windows
I. New Window
This opens a new window that also shows the document
we are currently working in, allowing us to view two parts
of the same document at once. Any change we make in one
window will apply to the other.
II. Arrange All Fig. 3.3.6: Window Group
This arranges multiple windows so we can view them at the
same time.
III. Split
This does the same thing as New Window, but it fits the two views of our
document into one window.
IV. View Side-By-Side
This arranges two windows next to each other.
V. Synchronous Scrolling Fig. 3.3.7: Macros
Group
This is used in the case when we scroll in one window in side-by-side view, the
other window scrolls the same amount, making it easy to compare two documents.
VI. Reset Window Position
When we have two documents side by side, we can choose Window ->> Arrange All to place
them top and bottom or otherwise resize them and drag them around. We shall also click the Reset
Window Position button to pop them back into the side-by-side.
VII. Switch Windows
With this, we can keep switch between document windows. The menu
list of the Switch Windows button contains up to nine open documents
in Word. In order to switch to another document, we shall choose it from
the menu.
3.3.5 Macros
A macro is a series of commands that we can use to automate a repeated
task and can be run when we have to perform the task. It is an advanced
feature that can speed up editing or formatting we may perform often in Fig. 3.3.8 : Record Macro
a Word document. The macros record sequences of menu selections that Dialog Box

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we choose so that a series of actions can be completed in one step. In Microsoft Office Word 2010,
we can automate frequently used tasks by creating macros as shown in Fig. 3.3.6. Following are the
typical uses of macros:
 To speed up routine editing and formatting
 To combine multiple commands — for example, to insert a table with a specific size and borders
and with a specific number of rows and columns
 To make an option in a dialog box more accessible
 To automate a complex series of tasks
A. Creating Macros
A macro is a shortcut for performing a series of actions and is useful for automating complex or
repetitive tasks. Macros are helpful if work is being shared with someone else, because it is easier to
explain how to use a shortcut than to explain several steps. For a macro to be worthwhile, the series
of actions we wish to accomplish must be consistent.
For recording a macro, do the following:
(i) Click to View tab and from Macros option, click the option Record Macro.
(ii) The Fig. 3.3.8 displaying the Record Macro dialog box gets opened. Enter a macro name under
the heading Macro name and under Assign macro to options, click Keyboard button to assign
Hotkey.
(iii) While naming a Macro, the following rules must be kept in mind:
 begin with a letter
 contain no spaces
 contain no unusual characters (e.g., @, %, &, ^)
 have the appropriate name from the following list to run automatically
AutoExec The macro runs when Word is opened.
AutoExit The macro runs when we exit Word
AutoOpen The macro runs when we open a document
AutoNew The macro runs when we create a new document
AutoClose The macro runs when we close the current document
(iv) In the Store macro in box (in the Fig. 3.3.8), click the template or document in which we want
to store the macro. To make our macro available in all documents, we should be sure to click
Normal.dotm.
(v) In the Description box (in the Fig. 3.3.8), type a description of the macro.
(vi) Do one of the following:
 Begin recording-To begin recording the macro without assigning it to a button on the
Quick Access Toolbar or to a shortcut key, click OK.
 Create a button- To assign the macro to a button on the Quick Access Toolbar, do the
following:
 Click Button.

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 The Word options dialog box shown in the Fig. 3.3.9 gets displayed.
 Under Customize Quick Access Toolbar, select the document (or all documents) for
which we want to add the macro to the Quick Access Toolbar.
 Under Choose commands from dialog box, click the macro that we are recording and
then click Add.
 To customize the button, click Modify.
 Under Symbol, click the symbol that we want to use for our button.
 In the Display name box, type the macro name that we want to display.
 Click OK twice to begin recording the macro.

Fig. 3.3.9: Word Options Dialog Box

 The symbol that we choose is displayed in the Quick Access Toolbar.
The name that we type is displayed when we point to the symbol.
 Assign a keyboard shortcut - To assign the macro to a keyboard
shortcut, do the following:
 Click Keyboard.
 In the Commands box, click the macro that we are recording.
 In the Press new shortcut key box, type the key sequence that we Fig. 3.3.10: Stop
want and then click Assign. Recording Option
 Click Close to begin recording the macro.
(vii) Perform the actions that we want to include in the
macro.
(viii) To stop recording our actions, click Stop Recording
in the Macros group of View tab as shown in Fig. 3.3.9.
(ix) For saving a macro-enabled document, on File menu,
click Save As. From Save As dialog box, under Save
As type options, click Word Macro-Enabled Template
(*dotm). Enter an appropriate name of document and
click Save.
Fig. 3.3.11: Viewing Macros

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Viewing/Deleting/Running a Macro
(i) Click View Macros under Macros group. The window shown in Fig. 3.3.11 gets opened.
(ii) Choose the macro to be executed and click Run button, in case of macro execution.
(iii) Choose the macro to be deleted and click Delete button, in case of macro deletion.
3.4 PDF
PDF(Portable Document Format (PDF)) is a fixed-layout electronic file format that preserves
document formatting and enables file sharing. The PDF format ensures that when the file is viewed
online or printed, it retains exactly the format that we intended and that data in the file cannot
easily be changed. The PDF format is also useful for documents that will be reproduced by using
commercial printing methods.PDF preserves document formatting and enables file sharing. When
the PDF format file is viewed online or printed, it retains the format that we intended. Data in the
file cannot be easily changed and can be explicitly set to prohibit editing. The PDF format is also
useful for documents that will be reproduced using commercial printing methods. The option ‘Save
as PDF’ in MS Word 2010 is shown in Fig. 3.4.1.

Fig. 3.4.1: "Save As"PDF Option

We can save files created by many 2010 Microsoft Office system programs in Portable Document
Format (PDF), which is a common format for sharing documents.
To view a PDF file, we must have a PDF reader installed on our computer. After we save a file as
PDF, we cannot use our 2010 Office release program to make changes directly to the PDF file. We
must make changes to the original 2010 Office release file in the 2010 Office release program in
which we created it and save the file as PDF again.
I. Saving as PDF
(i) Click the File tab.
(ii) Click Save As.
(iii) In the File Name box, type or select a name for the document.
(iv) In the Save as type list, click PDF. The Save As dialog box is displayed in the Fig. 3.4.2.
 If we want to open the file immediately after saving it, select the Open file after publishing
check box. This check box is available only if we have a PDF reader installed on our
computer.
 If the document requires high print quality, click Standard (publishing online and
printing).
 If the print quality is less important than file size, click Minimum size (publishing online).
(v) Click Options to set the page range to be printed, to choose whether markup should be printed
and to select the output options. Click OK when finished.

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(vi) Click Save shown in the Fig. 3.4.2.

Fig. 3.4.2: "Save As"Dialog Box

REFERENCES
http://icaccn.uacee.org
http://www.atria.edu/icfocs2011/Reg.htm

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 4
C Office automation-MS-Word 2010
H
A PAGE FORMATTING,
P
T PRINTING AND MAILING
E
R

LEARNING OBJECTIVES
 To create document themes, colors, fonts, do the page settings (margins, orientation, background
etc.) and preview and save their effects and to preview and print them. (Page Layout Tab)
 To create a set of document, envelopes and labels etc. to be sent to many recipients through the
concept of Mail Merge. (Mailings Tab)
 To create, save and open a PDF document. (Add – Ins and PDF Tabs)
 To preview the saved documents and print them. (Print Command)
4.1 PAGE LAYOUT
The Page layout tab is shown in Fig. 4.1.1 with the following options:
1. Themes
2. Page Setup
3. Page Background
4. Paragraph
5. Arrange

Fig . 4.1.1: Page Layout Tab

4.1.1 Themes Group
This group has the following options as shown in the Fig. 4.1.2.
Themes

Colors

Fonts

Effects

The Document Theme defines the colors, fonts and graphic effects for a
document. When applying a Theme we can choose to apply only one or
any number of these elements. All we have to do is select the palette, font or
styling from one of the galleries in the Themes group. A theme organizes
Fig. 4.1.2: Built – In
an appropriate balance of colour. Themes have a palette of twelve colours.
Themes Group

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Theme effects are sets of lines, fills and special effects styles for shapes, graphics, charts, SmartArt
and other design elements.
I. Working with Themes Group (Themes, Colors, Fonts and their Effects)
We can quickly and easily format an entire document to give it a professional and modern look by
applying a document theme. 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).
Programs such as Microsoft Office Word provide several predefined document themes, but we can
also create our own by customizing an existing document theme and then by saving it as a custom
document theme. Document themes are shared across Office programs so that all of our Office
documents can have the same and uniform look.
A. Apply a document theme
We can change the document theme by selecting another predefined document theme or a custom
document theme. Document themes that we apply immediately affect the styles that we can use in
our document.
(i) On the Page Layout tab, in the Themes group, click Themes.
(ii) Do one of the following:
To apply a predefined document theme, click the document theme that we want to use

under Built-In as shown in Fig. 4.1.2.
 To apply a custom document theme, click the document theme that we want to use under
Custom. Custom is available only if we create one or more custom document themes. If
a document theme that we want to use is not listed, click Browse for Themes to find it on
our computer or a network location as shown in Fig. 4.1.2.
 To search for other document themes on Office Online, click Search Office Online.
B. Customize a document theme
To customize a document theme, we start by changing the colors, the
fonts or the line and fill effects that are used. Changes that we make to
one or more of these theme components immediately affect the styles
that we have applied in the active document. If we want to apply these
changes to new documents, we can save them as a custom document
theme.
(a) Customize the theme colors
Theme colors contain four text and background colors, six accent colors
and two hyperlink colors. The colors in the Theme Colors button
represent the current text and background colors. The set of colors that
we see next to the Theme Colors name after we click the Theme Colors
button represent the accent and hyperlink colors for that theme. When
we change any of these colors to create our own set of theme colors, the
colors that are shown in the Theme Colors button and next to the Theme Fig. 4.1.3: Theme Colors
Colors name will change accordingly.

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The steps to be followed are discussed below:
(i) On the Page Layout tab, in the Themes group, click Theme Colors. The window shown in Fig.
4.1.3 gets opened.
(ii) Click Create New Theme Colors as shown in Fig. 4.1.4.
(iii) Under Theme colors, click the button of the theme color element that we want to change.
(iv) Under Theme Colors, select the colors that we want to use. Under Sample, we can see the effect
of the changes that we make.

Fig. 4.1.4: Create New Theme Colors Window

(v) Repeat step (iii) and (iv) for all of the theme color elements that we want to
change.
(vi) In the Name box, type an appropriate name for the new theme colors.
(vii)Click Save. To return all theme color elements to their original theme colors,
we can click Reset before we click Save.
(b) Customize the theme fonts
Theme fonts contain a heading font and a body text font. When we click the Theme
Fonts button, we can see the name of the heading font and body text font that is
used for each theme font below the Theme Fonts name as shown in Fig. 4.1.5. We
can change both of these fonts to create our own set of theme fonts. We shall follow
these steps:
(i) On the Page Layout tab, in the Themes group, click Theme Fonts as shown in
Fig. 4.1.1. The window referred as Fig. 4.1.5 gets opened.
(ii) Click Create New Theme Fonts in Fig. 4.1.5.
(iii) In the Heading font and Body font boxes, select the fonts that we want to use.
Fig. 4.1.5: Theme
The sample is updated with the fonts that we select as shown in Fig. 4.1.6. Fonts

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(iv) In the Name box, type an appropriate name for
the new theme fonts.
(v) Click Save.
(c) Select a set of theme effects
Theme effects are sets of lines and fill effects. When
we click the Theme Effects button, we can see the
lines and fill effects that are used for each set of theme Fig. 4.1.6: Creat New Theme Fonts
effects in the graphic that is displayed with the Theme
Effects name. Although we cannot create our own set of theme effects, we can choose the one that
we want to use in our own document theme.
(i) On the Page Layout tab, in the Themes group, click Theme Effects.
(ii) Select the effect that we want to use from the Fig. 4.1.7.
C. Save a document theme
Any changes that we make to the colors, the fonts or the line and fill effects
of a document theme can be saved as a custom document theme that we
can apply to other documents. We shall follow these steps:
(i) On the Page Layout tab, in the Themes group, click Themes.
(ii) Click Save Current Theme in Fig. 4.1.2.
(iii) In the File Name box, type an appropriate name for the theme as
shown in Fig. 4.1.8 and save the theme.
4.1.2 Page Setup Fig. 4.1.7: Theme Effects

This group has the following options as shown in

Fig. 4.1.9:
 Margins
 Orientation
 Size
 Columns
 Breaks
 Line Numbers
 Hyphenation Fig. 4.1.8: Save Current Theme
Window
1. Margins
Margins define the amount of white space that appears at the top, bottom, left
and right edges of our document. The Margin option provides several standard
margin sizes from which we can choose. Page margins are the blank space around
the edges of the page.
A. Change or Set Page Margins
In general, we insert text and graphics in the printable area between the margins.
However, we can position some items in the margins — for example, headers, footers
and page numbers. Follow these steps:
Fig. 4.1.9: Margin Options

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(i) Choose the Page Layout tab.
(ii) Click Margins in the Page Setup group. A menu appears.
(iii) Click the margin type that we want. For the most common
margin, click Normal as shown in Fig. 4.1.9. When we click the
margin type that we want, our entire document automatically
changes to the margin type that we have selected.
(iv) We can also specify our own margin settings. Click Margins,
click Custom Margins and then in the Top, Bottom, Left and
Right boxes, enter new values for the margins as shown in
Fig. 4.1.10.
B. View page margins
(i) Click the Microsoft Office Button and then click Word
Options.
(ii) Click Advanced and then click the Show text boundaries
check box under Show document content as shown in Fig.
4.1.11. The page margins appear in our document as dotted Fig. 4.1.10: Page Setup Dialog Box
lines. We can view page margins in either Print Layout view
or Web Layout view and the text boundaries do not appear on the printed page.

Fig. 4.1.11: To activate view page margins options

C. Set margins for facing pages
When we 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. Follow these steps:
(i) On the Page Layout tab, in the Page Setup group, click Margins. Fig. 4.1.9 gets opened.
(ii) Click Mirrored.

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(iii) To change the margin widths, click Margins, click Custom Margins and then in the Inside and
Outside boxes, enter the width that we want.
D. Set gutter margins for bound documents
A gutter margin setting adds extra space to the side margin or top margin of a document that we
plan to bind. A gutter margin helps ensure that text isn’t obscured by the binding. The following
steps are to be followed to set gutter margins:
(i) On the Page Layout tab, in the Page Setup group, click Margins.
(ii) Click Custom Margins.
(iii) In the Multiple pages list, click Normal as shown in Fig. 4.1.10.
(iv) In the Gutter box, enter a width for the gutter margin.
(v) In the Gutter position box, click Left or Top.
II. Orientation
We can choose either portrait (vertical) or landscape (horizontal) orientation for all or part of our
document. When we change the orientation, the galleries of predesigned page and
cover page options also change to offer pages that have the orientation that we
choose.
A. Change the orientation of our entire document
(i) On the Page Layout tab, in the Page Setup group, click Orientation and choose
either Portrait or Landscape in Fig. 4.1.12.
B. Use portrait and landscape orientation in the same document
(i) Select the pages or paragraphs that we want to change to portrait or landscape Fig. 4.1.12: Page
orientation. If we select some but not all of the text on a page to change to portrait Orientation
or landscape orientation, Word places the selected text on its own page and
the surrounding text on separate pages.
(ii) On the Page Layout tab, in the Page Setup group, click Margins as shown in Fig.
4.1.10.
(iii) Click Custom Margins.
(iv) In Fig. 4.1.10, on the Margins tab, click Portrait or Landscape.
(v) In the Apply to list, click Selected text.
III. Size
Paper comes in a variety of sizes. Most business correspondence uses 8 1/2 by 11
paper which is the default page size in Word. If we are not using 8 1/2 by 11 paper,
we can use the Size option in the Page Setup group of the Page Layout tab to change
the Size setting.
A. Set the Page Size
(i) Choose the Page Layout tab.
(ii) Click Size in the Page Setup group. A menu appears as shown in Fig. 4.1.13.
Fig. 4.1.13: Page Size
(iii) Choose the size of the paper we want. Options

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IV. Columns
This feature splits the text into two or more columns. Columns can help to separate sections of our
document and make them look more interesting to read. Columns are a good way to separate sections
of our document on one page. For example, when creating a newsletter or bulletin, columns can be
used to give the document a more professional look.
By creating columns, we are creating a separate section in our document. Therefore, any formatting
changes such as margins, indents or headers and footers that we make to the column text affect only
the section, not the entire document. The following steps are to be followed in creating columns:
(i) Place the insertion point in the document that we want formatted into columns.
(ii) From the Page Layout command tab, within the Page Setup section, click columns as shown
in Fig. 4.1.14.
(iii) Select the desired number and style of columns. To create columns on selected text only, select
the More Columns... option within the Columns submenu, which brings us to the Columns
dialog box highlighted with an arrow shown in the Fig 4.1.14. Click OK.

Fig. 4.1.14: More Columns Options and Dialog Box

V. Breaks
We can insert a page break anywhere in our document or we can specify
where Microsoft Word positions automatic page breaks. If we insert manual
page breaks in documents that are more than several pages in length, we
might have to frequently re-break pages as we edit the document. To avoid
the difficulty of manually re-breaking pages, we can set options to control
where Word positions automatic page breaks. Break option has two sections:
Page and Section.
A. Page Break
1. Insert a page break
To insert a page break, follow these steps:
(i) Click the Page Layout tab. Fig. 4.1.15: Page Break
(ii) On the Page Setup Group, click the Breaks drop down menu. Options

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(iii) Click the option Page as shown in Fig. 4.1.15.
2. Column Break
All text that we write in Word 2010 is already formatted in columns – if its only one column of text
per page, it still counts as a column. Clicking Word’s Columns command button (in the Page Setup
Group on the Page Layout tab) displays a menu of handy column-formatting options. Splitting our
text into columns is as easy as choosing a column format from that list. To be more specific with the
number of columns or their layout, choose the More Columns command and then use the Columns
dialog box that appears to create and design multiple columns for our document. For example, we
can use the Number of Columns text box to create a number of columns not offered in the Columns
menu.
B. Section breaks
Section breaks divide a document up into different sections, thus allowing us to apply different
formatting or layout options to those sections. Section breaks in Microsoft Word 2010 can be a
benefit if we need to perform any of the following tasks:
 Use page numbering that starts at 1 for each section of our document (for example, different
chapters in the same document).
 Display text in two columns for only a portion of our document and then return to the default
one column afterwards.
 Display different header and footer information for different parts of our document.
1. Next Page Section Break
The Next Page section break starts a new page and starts the new section on the new page. This
section break is useful when we want to start new chapters in our document.
2. Continuous Section Break
A Continuous Section Break doesn’t start a new page so we can actually have several breaks on
the same page. We would use a continuous break if we wanted different kinds of formatting on
the same page, for example one section of the page displaying in two columns and the rest in one.
3. Even Or Odd Page Section Break
Inserting an Even or Odd Page Section break inserts the section break and then starts the new section
on the next odd or even numbered page. Those people wishing their new chapters to always start on
an odd or even page should use this option. In addition to inserting section breaks where we need
them as we are typing our document, we can also select text and insert section breaks around that
text. The method is the same and we use the same options on the section break menu.
4. Deleting a Section Break
When we delete a section break, the text preceding the break adopts the formatting of the section
that followed the break. To delete a Section Break, click on the double dotted line and then press
the Delete key.
VI. Line Numbers
Microsoft Word can automatically count the lines in a document and display the appropriate number
beside each line of text. This is useful when we need to refer to specific lines in a document, such as
a script or a legal contract.

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By default, Word numbers every line in a document except those in tables, footnotes, endnotes and
headers and footers. However, we can choose which line numbers to display. For example, we can
display line numbers in all or part of the document. Or we can display line numbers at intervals,
such as every tenth line (10, 20, 30 and so on).
A. Add line numbers
We can add line numbers to all or part of a document. To view line numbers, we must be in Print
Layout view (View tab, Document Views group).
 A table is counted as one line.
 A figure is counted as one line.
 A text box is counted as one line if it is positioned inline with the text on the page. If text on the
page wraps around the text box, the lines of text on the page are counted. Lines of text inside a
text box are not counted.
B. Add line numbers to an entire document
(i) On the Page Layout tab, in the Page Setup group, click Line Numbers.
(ii) If the document is divided into sections and we want to add line numbers to the entire document,
we first need to select the document. Click Select in the Editing group on the Home tab and
then click Select All or press CTRL+A.
(iii) Do one of the following:
 To number consecutively throughout the document, click Continuous.
 To start with number 1 on each page, click Restart Each Page.
 To start with number 1 after each section break, click Re start Each Section.
C. Add line numbers to a section or to multiple sections
(i) Click in a section or select multiple sections.
(ii) On the Page Layout tab, in the Page Setup group, click Line Numbers.
(iiii) Click Line Numbering Options as shown in the Fig. 4.1.16 and then click the Layout tab.
(iv) In the Apply to list, click Selected Sections.
(v) Click Line Numbers.
(vi) Select the Add line numbering check box and then select the options that we want.
D. Remove line numbers
We can remove line numbers from the entire document, from a section or from a paragraph.
(i) Click in the document or click in the section or paragraph from which we want to remove line
numbers. If we want to remove line numbers from multiple sections, select the sections.
(ii) On the Page Layout tab, in the Page Setup group, click Line Numbers.
(iii) Do one of the following in the Fig. 4.1.16:
 To remove line numbers from the entire document or section, click None.
 To remove line numbers from a single paragraph, click Suppress for Current Paragraph.

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Fig. 4.1.16: Line Number Fig. 4.1.17: Hyphenation

VII. Hyphenation
If a word is too long to fit at the end of a line, MS Word 2010 moves the word to the beginning of the
next line instead of hyphenating it. However, we can use the Hyphenation feature to automatically
or manually hyphenate the text, insert optional or nonbreaking hyphens and set the maximum
amount of space allowed between a word and the right margin without hyphenating the word.
When we use automatic hyphenation, Word automatically inserts hyphens where they are needed.
When we use manual hyphenation, Word searches for the text to hyphenate and asks us whether
we want to insert the hyphens in the text.
A. Automatically hyphenate an entire document
When we use automatic hyphenation, Word automatically inserts hyphens where they are needed.
If we later edit the document and change line breaks, Word will re-hyphenate the document.
(i) Make sure that no text is selected.
(ii) On the Page Layout tab, in the Page Setup group, click Hyphenation and then click Automatic
as shown in Fig. 4.1.17.
B. Insert an optional hyphen
An optional hyphen is a hyphen that is used to control where a
word or phrase breaks if it falls at the end of a line. For example, we
can specify that the word “nonprinting” breaks as “non-printing”
instead of “nonprint-ing.” When we insert an optional hyphen in
a word that is not at the end of a line, the hyphen will be visible
only if we turn on Show/Hide.
(i) On the Home tab, in the Paragraph group, click Show/Hide.
(ii) Click in the word where we want to insert the optional hyphen.
(iii) Press CTRL+HYPHEN.
C. Remove hyphenation
We can remove all automatic hyphenation and each instance of Fig. 4.1.18: Optional
manual hyphenation, such as optional and nonbreaking hyphens. Hyphenation
1. Remove automatic hyphenation
(i) On the Page Layout tab, in the Page Setup group, click
Hyphenation and then click None as shown in Fig. 4.1.17.
2. Remove manual hyphenation
(i) On the Home tab, in the Editing group, click Replace.

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(ii) If we don’t see the Special button, click More.
(iii) Click Special and then click one of the following as shown in Fig. 4.1.18.
 Click Optional Hyphen to remove manual hyphens.
 Click Nonbreaking Hyphen to remove nonbreaking hyphens.
4.1.3 Page Background
This group has the following options as shown in Fig. 4.1.19:
 Watermark
 Page Color
 Page Borders
I. Watermark Fig. 4.1.19: Page Background
A watermark is a translucent image that appears behind the primary
text in a document. To insert / remove a watermark, follow these steps:
(i) Click the Page Layout tab.
(ii) Click the Watermark Button in the Page Background Group.
(iii) Click the Watermark we want for the document or click Custom
Watermark and create our own watermark.
(iv) To remove a watermark, follow the steps above, but click Remove
Watermark as shown in Fig. 4.1.20.
II. Page Colors and Borders
Apply a Page Border and Color
To apply a page border or color, do the following:
(i) Click the Page Layout tab.
(ii) On the Page Background Group, click the Page Color or Page Borders
drop down menu.
(iii) Choose the desired option as shown in the Fig. 4.1.21 and 4.1.22.
Fig. 4.1.20: Watermark option

Fig. 4.1.21: Page Color Menu Fig. 4.1.22: Page Border Menu

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4.1.4 Paragraph
The options Indent and Spacing in the Paragraph tab are also located in the Paragraph section in
Home tab of the Word 2010 ribbon. The option will allow us to select special indent space for the
selected paragraph text in our word document. We can use the down mark of the selection box to
open the selection list and can click on a type of special indent space from the selection list.
4.1.5 Arrange
This group has the following options as shown in Fig. 4.1.23:
 Position
 Wrap Text
 Bring Forward Fig. 4.1.23: Arrange Tab
 Send Backward
 Selection Pane
 Align
 Group
Rotate

I. Position/Wrap Text
A. Wrap text around a picture or drawing object
(i) If the picture or object is on a drawing canvas, select the
canvas. If the picture or object is not on a drawing canvas,
select the picture or object. Fig. 4.1.24 (A): Fig. 4.1.24 (B):
Position Menu Wrab Text
(ii) On the Format tab, in the Arrange group, click Position
as shown in Fig. 4.1.24 (A).
(iii) Click the wrapping position that we want to apply.
B. Wrap text around a table
(i) Click the table.
(ii) Under Table Tools, on the Layout tab, in the Table group,
click Properties.
(iii) Under Text Wrapping, click Around as shown in the Fig.
4.1.25.
To set the horizontal and vertical position of the table, the
distance from surrounding text and other options, under Text
Wrapping, click Positioning and then choose the options that
we want as shown in Fig. 4.1.25. Fig. 4.1.25: Table Properties and its
The below mentioned Table 4.1.1 describes in detail the various Positioning
options under Wrap Text tab.

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Option Description
In Line with Text The image is treated like text — specifically, like a large, single character. The
image can have text before it or behind it, be in the middle of a paragraph of
text or be on a line by itself. The image stays with the text while we edit and
the line that the image is on grows extra vertical space to accommodate the
image.
Square The image sits on the same plane as the text, but the text flows around the
image in a square pattern, regardless of the image’s shape.
Tight Text flows around the image and hugs its shape.
Through Text flows around the image as best it can, similar to the Tight option.
Top & Bottom Text stops at the top of the image and continues below the image.
Behind Text The image floats behind the text, looking almost like the image is part of the
paper.
In Front of Text The image floats on top of our text, like a photograph dropped on the paper.
Edit Wrap Points We can specifically control how text wraps around an image. By adjusting
tiny handles and dashed red lines, we can make text wrapping as tight or
creative as we like.
Table 4.1.1: Wrap Text Options
II. Bring Forward
 To move an object one step closer to the front of the stack, click the arrow next to Bring
Forward and then click Bring Forward.
 To bring an object to the top of the stack, click the arrow next to Bring Forward and then
click Bring to Front.
 To move the WordArt or other object in front of or text, we click the arrow next to Bring
Forward and then click Bring in Front of Text.
III. Send Backward
 To move an object one step down within the stack, click the arrow next to Send Backward
and then click Send Backward.
 To move an object to the bottom of the stack, click the arrow next to Send Backward and
then click Send to Back.
 To move the WordArt or other object behind the text, click the arrow next to Send Backward
and then click Send Behind Text.
IV. Selection Pane
The Selection Pane is the selection and visibility task pane in Microsoft Word
2010. This pane helps in selecting individual objects to change the order and
visibility of objects in our document. To use the tool, display the Page Layout
tab of the ribbon and click the Selection Pane tool in the Arrange group.
The Selection pane appears at the right side of the document as shown in
the Fig. 4.1.26.
This helps in keeping a track of all components that might reside on a
document. This pane can be used to hide or display images or change the Fig. 4.1.26: Selection and
order of objects. We can perform tasks quickly in just one place and utilize Visibility Pane
objects with these steps. The purpose of the pane is to list all the objects on the current page. We can

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then use the controls in the pane to hide or display the objects or to change the order in which they
appear. When we select an object in the Selection pane, Word 2010 also selects it in the document
itself. With an object selected we can adjust the ordering of that object, relative to other objects on
the page, by clicking the up and down buttons at the bottom-right of the pane.
The Selection Pane displays only the objects on the currently displayed page, not all the objects in
the document. This means that as we scroll through the document what is listed in the pane will
necessarily change as we move from page to page.
V. Align
In the Arrange group, to align a picture, shape, text box, SmartArt graphic or WordArt, do one of
the following:
 To align the edges of the objects to the left, click Align Left.
 To align the objects vertically through their centers, click Align Center.
 To align the edges of the objects to the right, click Align Right.
 To align the top edges of the objects, click Align Top.
 To align the objects horizontally through their middles, click Align Middle.
 To align the bottom edges of the objects, click Align Bottom.
 To align objects relative to the page instead of to other objects, click Align to Page.
 When we align objects relative to each other by their edges, one of the objects remains stationary.
For example, Align Left aligns the left edges of all selected objects with the left edge of the
leftmost object — that is, the leftmost object remains stationary and the other objects are aligned
relative to it. If we align an object to a SmartArt graphic, the object is aligned to the leftmost
edge of the SmartArt graphic, not to the leftmost shape in the SmartArt graphic.
 Align Middle aligns objects horizontally through the middles of the objects and Align Center
aligns objects vertically through the centers of the objects. When we align objects relative to
each other by their middles or centers, the objects are aligned along a horizontal or vertical line
that represents the average of their original positions. No object necessarily remains stationary
and all of the objects might move.
 Depending on the alignment option that we click, objects will move straight up, down, left or
right and might cover an object already located there. If we align our objects and find that they
are stacked on top of each other, we can undo the alignment and then move the objects to new
positions before we align them again.
 To arrange objects equal distances from each other, do the following:
  Select at least three objects that we want to arrange equal distances from each other. To
select multiple objects, click the first object and then press and hold CTRL while we click
the other objects.
 In the Arrange group, click Align and then do one of the following:
To center the objects horizontally, click Distribute Horizontally.
To center the objects vertically, click Distribute Vertically.
VI. Grouping shapes, pictures and objects
To work faster, we can group shapes, pictures or other objects. Grouping lets us flip, rotate, move or
resize all shapes or objects at the same time as though they were a single shape or object. We can also

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change the attributes of all of the shapes in a group at one time, by changing the fill color or adding
a shadow. We can also select an item within a group and apply an attribute without ungrouping the
shapes or we can create groups within groups to help us build complex drawings. We can ungroup
a group of shapes at any time and then regroup them later.
A. Group shapes or objects
(i) Hold the Ctrl key on the keyboard and select the shapes or other objects that we want to group.
(ii) Either Right click the mouse and select the option Group as shown in the Fig. 4.1.27 (A) or under
Drawing Tools, on the Format tab, in the Arrange group, click Group as shown in the Fig. 4.1.27
(B).

Fig. 4.1.27 (A) and Fig. 4.1.27 (B): Group Options

B. Group pictures
(i) Hold CTRL and select the pictures that we want to group.
(ii) Under Picture Tools, on the Format tab, in the Arrange group and then click Group. If we do
not see the Picture Tools or Format tabs, make sure that we selected a shape or other object. We
might have to double-click the object to open the Format tab.
C. Ungroup shapes, Pictures or Objects
To ungroup a group of shapes, pictures or other objects (for example, if we want to move a group
but leave one shape behind or make extensive changes to one shape without changing the other
shapes), do the following:
(i) Select the group that we want to ungroup.
(ii) Do one of the following and refer to the Fig. 4.1.28 (A) :
 To ungroup shapes or other objects, under Drawing Tools, on the Format tab, in the Arrange
group, click Group and then click Ungroup or right click the mouse and select Ungroup
in the option Grouping.
 To ungroup pictures, under Picture Tools, on the Format tab, in the Arrange group and
then click Ungroup.
(iii) If we do not see the Drawing Tools, Picture Tools or Format tabs, make sure that we selected
a group of shapes, pictures or other objects. We might have to double-click the object to open
the Format tab.

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Fig. 4.1.28 (A): Ungroup Options

D. Regroup shapes or objects
(i) Drag the shapes or objects that we want to regroup onto the drawing canvas.
(ii) Select any one of the shapes or objects that were previously in a group.
(iii) Do one of the following:
  To regroup shapes without text or other objects, under Drawing Tools, on the Format tab,
in the Arrange group, click Regroup or right click the mouse and select Regroup in the
option Grouping.
  To regroup shapes with text, under Text Box Tools, on the Format tab, in the Arrange
group, click Regroup.

Fig. 4.1.28 (B): Regroup Options

E. Regroup Pictures
(i) Select any one of the pictures or that were previously in a group.
(ii) Under Picture Tools, on the Format tab, in the Arrange group, click Regroup.
VII. Rotate
We can change the position of shapes or other objects like – table, chart, graphic, equation or other
form of information by rotating or reversing them. Reversing a shape is also referred to as “Creating
a mirror image” or “Flipping”. The Rotate options are shown in Fig. 4.1.29.
A. Rotate a picture, shape, text box or WordArt
When we rotate multiple shapes, they do not rotate as a group, but instead each shape rotates around
its own centre.

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Fig. 4.1.29: Ratate Options

1. Rotate to any angle
(i) Click the picture, shape, text box or WordArt that we want to rotate.
(ii) Do one of the following:
 Drag the rotation handle in the direction that we want to rotate the shape.
 Click the rotation handle at the top of the object and then drag in the direction that we want.
 Do one of the following to specify an exact rotation:
 To rotate a picture, under Picture Tools, on the Format tab, in the Arrange group, click
Rotate, click More Rotation Options. In the Format Picture dialog box, click Size in
the left pane and in the Size pane, under Size and rotate, enter the amount that we
want to rotate the object in the Rotation box.
 To rotate a shape, text box or WordArt, under Drawing Tools, on the Format tab, in
the Arrange group, click Rotate, click More Rotation Options. In the Format Shape
dialog box as displayed in the right side of Fig. 4.1.29, click Size in the left pane and
in the Size pane, under Size and rotate, enter the amount that we want to rotate the
object in the Rotation box.
2. Rotate 90 degrees to the left or 90 degrees to the right
(i) Click the picture, shape, text box or WordArt that we want to rotate.
(ii) Do one of the following:
 To rotate a picture, under Picture Tools, click the Format tab.
 To rotate a shape, text box or WordArt, under Drawing Tools, click the Format tab.
(iii) In the Arrange group, click Rotate and then do one of the following:
 To rotate the object 90 degrees to the right, click Rotate Right 90°.
 To rotate the object 90 degrees to the left, click Rotate Left 90°.
3. Flip a picture, shape, text box or WordArt
When we flip a shape or other object, we create a reverse image of the shape or object. We can create
a mirror image of an object by making a copy of the object and then flipping it. Drag the duplicate
object into a position where it mirrors the original object.
(i) Click the picture shape, text box or WordArt that we want to flip.
(ii) To flip a picture, shape, text box or WordArt, under Picture Tools, click the Format tab.
(iii) In the Arrange group, click Rotate and then do one of the following as shown in the Fig. 4.1.29:

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 To reverse the object vertically, click Flip Vertical.
 To reverse the object horizontally, click Flip Horizontal.
4.2 MAILINGS TAB
This group has the following options as shown in Fig. 4.2.1:
1. Create
2. Start Mail Merge
3. Write & Insert Fields
4. Preview Results
5. Finish

Fig. 4.2.1: Mailings Tab

4.2.1 Create Group
This group has the following options:
Envelopes

Labels

I. Envelopes
A. Create and print a single envelope Fig. 4.2.2: Create Group

If we want to include our return address on the envelope, we can set this up before we start working
on the envelope. When we have set up our envelope the way we want, we can print it, as well as
save it so that we can reuse it.
Set up a return address
(i) Click the option File and then click Options.
(ii) Click Advanced.
(iii) Scroll down and under the theme General, type the return address in the Mailing address box.
Word stores the address so that we can use it whenever we want to insert our return address in
an envelope, label or other document.
(iv) Click OK.
Verify printing options
Before we run a batch of envelopes through our printer, we can verify that the printer options are
set up correctly.
(i) On the Mailings tab, in the Create group, click Envelopes as shown in Fig. 4.2.3(A).
(ii) Click Options and then click the Envelope Options tab as shown in Fig. 4.2.3(B).

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Fig. 4.2.3 (A): Envelopes Window Fig. 4.2.3 (B): Envelopes Options
(iii) In the Envelope size box, click the choice that matches the size of our envelope. If none of the
choices matches our envelope size, scroll to the bottom of the list, click Custom size and then
type the dimensions of our envelope in the Width and Height boxes.
(iv) Click the Printing Options tab, select the choices and click OK. This will close the Fig. 4.2.3 (B).
(v) Click Print to print the envelope in the Fig. 4.2.3 (A).
(vi) If the envelope does not print correctly, we shall go back to the Printing Options tab of the
Envelope Options dialog box (Fig. 4.2.3 (B)) and make adjustments to the printing options. Print
the envelope again. Repeat this process until we discover a configuration of printing options
that yields the results that we want.
B. Create and print or save an envelope
(i) On the Mailings tab, in the Create group, click Envelopes as shown in Fig. 4.2.3 (A).
(ii) In the Delivery address box, type the mailing address. If we want to use an address in the
electronic address book installed on our computer, click the icon Insert Address .
(iii) If we want to format the text, select the text, right click the selected text and then click Font on
the shortcut menu.
(iv) In the Return address box of the Fig. 4.2.3 (B), type the return address or use the preconfigured
one.
(v) If we want to use an address in the electronic address book installed on our computer, click
Insert Address.
(vi) If we want to keep the return address for future use, but we don’t want to include it on the
current envelope, select the Omit check box shown in the Fig. 4.2.3 (A).
(vii)If we have access to electronic postage, for example if we purchased it from a service on the
World Wide Web, we can add it to our envelope. We shall follow these steps:
 Select the Add electronic postage check box. If we do not have an electronic postage
program installed, Microsoft Word prompts us to install one and offers to connect to the
Microsoft Office Online Web site. There we can get more information and links to other
sites that offer electronic postage.
 To set options for the electronic postage programs that are installed on our computer, click
E-postage Properties. Do one of the following:

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 If we want to print the envelope without saving it for reuse, insert an envelope in the
printer as shown in the Feed box and then click Print.
 If we want to save the envelope for reuse, click Add to Document and then click the
Microsoft Office Button, click Save As and type a name for the document.
 To print the envelope, insert an envelope in the printer as shown in the Feed box on
the Printing Options tab in the Envelope Options dialog box, click Add to Document
and then click Print.
II. Labels
Word 2010 makes it very easy to print labels with just a few clicks. We can print directly to labels
using Word’s tools or we can save the labels to a file. This is a useful feature if we know we will
be printing the same labels off multiple times. There is a wide variety of different label options on
offer that work with hundreds of labels from a number of different manufacturers. This information
applies to creating an individual label or a sheet of identical labels. For example, we can print a
single label for a mailing address, file folder or CD case or we can create a sheet of identical labels,
such as return address labels.
A. Print a single label
(i) On the Mailings tab, in the Create group, click Labels as shown in Fig. 4.2.4 (A).

Fig. 4.2.4 (A): Labels Window Fig. 4.2.4 (B): Label Options
(ii) In the Address box, type the text that we want. If we want to create a label for an address
that is stored in the electronic address book that is installed on our computer, click Insert
Address .
(iii) To change the formatting, select the text, right-click the selected text and then click Font or
Paragraph on the shortcut menu.
(iv) To select the label type and other options, click Options. The Fig. 4.2.4 (B) gets opened.
(v) In the Label Options dialog box, make the choices and then click OK. The Fig. 4.2.4 (B) gets
closed.
(vi) In Fig. 4.2.4 (A), under Print tab, click Single label. Then in the Row and Column boxes, enter
the numbers that match the numbers of rows and columns on the label sheet for the label that
we want to print.
(vii) Click Print.

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B. Create and print a full page of the same label
(i) On the Mailings tab, in the Create group, click Labels as shown in Fig. 4.2.4 (A).
(ii) In the Address box, type the text that we want. If we want to create a label for an address
that is stored in the electronic address book that is installed on our computer, click Insert
Address .
(iii) To change the formatting, select the text, right-click the selected text and then click Font or
Paragraph on the shortcut menu. All of the labels on the sheet will use the formatting that we
specify.
(iv) To select the label type and other options, click Options. The Fig. 4.2.4 (B) gets opened.
(v) In the Label Options dialog box, make the choices and then click OK.
(vi) Under Print, click Full page of the same label. Do one of the following:
 To send the labels directly to the printer without previewing them, click Print.
 To preview the labels so that we can edit them and save them in a reusable document, click
New Document.
4.2.2 Mail Merge
We use mail merge when we want to create a set of documents, such as a form letter that is sent to
many customers or a sheet of address labels. Each letter or label has the same kind of information,
yet the content is unique. For example, in letters to our customers, each letter can be personalized to
address each customer by name. The unique information in each letter or label comes from entries
in a data source. Using mail merge, we can create:
 A set of labels or envelopes: The return address is the same on all the labels or envelopes, but
the destination address is unique on each one.
 A set of form letters, e-mail messages or fax: The basic content is the same in all the letters,
messages or faxes, but each contains information that is specific to the individual recipient, such
as name, address or some other piece of personal data.
 A set of numbered coupons: The coupons are identical except that each contains a unique
number.
For Mail Merge, the following groups are available:
I. Start Mail Merge group has the following options as shown in Fig. 4.2.5:
 Start Mail Merge
 Select Recipients
 Edit Recipient List

II. Write & Insert Fields group has the following options as shown in Fig. 4.2.5:
 Highlight Merge Fields
 Address Block
 Greeting Line
 Insert Merge Field
 Rules
 Match Fields
 Update Labels

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III. Preview Results group has the following options as shown in Fig. 4.2.5:
 Preview Results
 Find Recipient
 Auto Check for Errors
IV. Finish group has the option of ‘Finish and Merge’ as shown in Fig. 4.2.5:

Fig. 4.2.5: Mail Merge Group

The mail merge process entails the following overall steps:
(i) Set up the main document. The main document contains the text and graphics that are the
same for each version of the merged document. For example, the return address or salutation
in a form letter.
(ii) Connect the document to a data source. A data source is a file that contains the information to
be merged into a document. For example, the names and addresses of the recipients of a letter.
(iii) Refine the list of recipients or items. Microsoft Office Word generates a copy of the main
document for each item or record, in our data file. If our data file is a mailing list, these items
are probably recipients of our mailing. If we want to generate copies for only certain items in
our data file, we can choose which items (records) to include.
(iv) Add placeholders, called mail merge fields, to the document. When we perform the mail
merge, the mail merge fields are filled with information from our data file.
(v) Preview and complete the merge. We can preview each copy of the document before we print
the whole set.
A. Set up the main document
(i) On the Mailings tab, in the Start Mail Merge group, click Start Mail Merge. The Fig. 4.2.6 gets
opened.
(ii) Click the type of document that we want to create. For example, we can create:
 A set of form letters or e-mail messages - The basic content
is the same in all the letters or messages, but each contains
information that is specific to the individual recipient,
such as name, address or some other piece of information.
Click Letters or E-mail messages to create these types of
documents.
 A set of envelopes - The return address is the same on all
the envelopes, but the destination address is unique on each
one. Click Envelopes and then specify our preferences for
envelope size and text formatting on the Envelope Options
tab of the Envelope Options dialog box.
Fig. 4.2.6: Types of
document in Mail Merge

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 A set of address labels - Each label shows a person’s name and address, but the name and
address on each label is unique. Click Labels and then specify our preferences for the type
of label in the Label Options dialog box.
 A catalog or directory - The same kind of information, such as name and description, is
shown for each item, but the name and description in each item is unique. Click Directory
to create this type of document.
Resume a mail merge
If we need to stop working on a mail merge, we can save the main document and resume the merge
later. Microsoft Office Word retains the data source and field information. If we were using the Mail
Merge task pane, Word returns to our place in the task pane when we resume the merge.
(i) When we are ready to resume the merge, open the document. Word displays a message that
asks us to confirm whether we want to open the document, which will run a SQL command.
(ii) Because this document is connected to a data source and we want to retrieve the data, click Yes.
If we were opening a document that we did not realize was connected to a data source, we could
click No to prevent potentially malicious access to data. The text of the document, along with
any fields that we inserted, appears.
(iii) Click the Mailings tab and resume the work.
B. Connect the document to a data source
To merge information into our main document, we must connect the document to a data source or
a data file. If we don’t already have a data file, we can create one during the mail merge process.
Choose a data file
(i) On the Mailings tab, in the Start Mail Merge group, click Select Recipients as shown in
Fig. 4.2.7.
(ii) Do one of the following:
 Use Outlook Contacts: If we want to use our Contacts list in Microsoft Outlook, click
Select from Outlook Contacts.
 Use an existing data source file: If we have a Microsoft
Office Excel worksheet, a Microsoft Office Access database
or another type of data file, click Use Existing List and then
locate the file in the Select Data Source dialog box.
 Create a new data file in Word: If we don’t have a data file yet,
click Type a new list and then use the form that opens to create
our list. The list is saved as a database (.mdb) file that we can Fig. 4.2.7: Select Recipients
reuse. in Mail Merge
 Type a new list: Refer to the Fig. 4.2.8.
 In the New Address List dialog box, type the information for the first address or record,
that we want to include in our mail merge. If we want to add or remove columns, click
Customize Columns and then make the changes that we want.
 After we type all the information for our first record, click New Entry and then type the
information for the next record. Continue until we have typed information for all the
records that we want to include.

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 When our new list is complete, click OK.
 In the Save Address List dialog box, type a name for our new list and then click Save.

Fig. 4.2.8: New Address List Dialog Box

C. Refine the list of recipients or items
When we connect to a certain data file, we might not want to merge information from all the records
in that data file into our main document. To narrow the list of recipients or use a subset of the items
in our data file, do the following:
(i) On the Mailings tab, in the Start Mail Merge
group, click Edit Recipient List as shown in
Fig. 4.2.9.
(ii) In the Mail Merge Recipients dialog box as shown
in Fig. 4.2.9, do any of the following:
 Select individual records: This method
is most useful if our list is short. Select the
check boxes next to the recipients we want
to include and clear the check boxes next to
the recipients we want to exclude. If we know
that we want to include only a few records in
our merge, we can clear the check box in the
header row and then select only those records Fig. 4.2.9: Mail Merge Recipients Dialog Box
that we want. Similarly, if we want to include
most of the list, select the check box in the header row and then clear the check boxes for
the records that we don’t want to include.
 Sort records: Click the column heading of the item that we want to sort by. The list sorts
in ascending alphabetical order (from A to Z). Click the column heading again to sort the
list in descending alphabetical order (Z to A). If we want more complex sorting, click Sort
under Refine recipient list and choose our sorting preferences on the Sort Records tab
of the Filter and Sort dialog box. For example, we can use this type of sorting if we want
recipient addresses to be alphabetized by last name within each zip code and the zip codes
listed in numerical order.

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 Filter records: This is useful if the list contains records that we know we don’t want to see
or include in the merge. After we filter the list, we can use the check boxes to include and
exclude records. To filter records, do the following in Fig. 4.2.10:
 Under Refine recipient list, click Filter.
 On the Filter Records tab of the Filter and Sort dialog box, choose the criteria we want
to use for the filter.
 To refine the filter further, click And or Or and then specify more criteria. For example,
to generate copies of our main document only for businesses in Munich, we would
filter on records whose City field contains Munich and whose Company Name field
is not blank. If we use Or instead of And in this filter, our mail merge includes all
Munich addresses as well as all addresses that include a company name, regardless
of city.

Fig. 4.2.10: Filter & Sort Dialog Box

D. Add placeholders, called mail merge fields, to the document
After we connect our main document to a data file, we are ready to type the text of the document
and add placeholders that indicate where the unique information will appear in each copy of the
document. The placeholders, such as address and greeting are called mail merge fields. Fields in
Word 2010 correspond to the column headings in the data file that we select.
 Columns in a data file represent categories of information. Fields that we add to the main
document are placeholders for these «First_Name» categories.
 Rows in a data file represent records of information. Word generates a copy of the main document
for each record when we perform a mail merge.
By putting a field in our main document, we indicate that we want a certain category of information,
such as name or address, to appear in that location.
What happens when we merge
When we merge, information from the first row in the data file replaces the fields in our main
document to create the first merged document. Information from the second row in the data file
replaces the fields to create the second merged document and so on.

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Working with fields: Examples
We can add any column heading from our data file to the
main document as a field. This gives us flexibility when we
design form letters, labels, e-mail messages and other merged
documents. For example - Suppose we are creating a letter to
notify local businesses that they have been selected for inclusion
in our annual city guide. If our data file contains a Company
column with the name of each business that we want to contact,
we can insert the «Company» field instead of typing the name
of each individual company.
We can combine fields and separate them by punctuation
marks. For example, to create an address, we can set up the
fields in our main document. This we can do by either typing the
fields that need to be highlighted or on the click of Insert Merge
Fields in Write & Insert Fields group, as shown in Fig. 4.2.11:
«First Name» «Last Name» Fig. 4.2.11: Insert Merge Field Dialog
«Street Address» Box
«City», «State» «Postal code»
Map mail merge fields to our data file
To make sure that Word can find a column in our data file
that corresponds to every address or greeting element, we
may need to map the mail merge fields in Word to the columns
in our data file.
(i) To map the fields, click Match Fields in the Write & Insert
Fields group of the Mailings tab.
(ii) The Match Fields dialog box opens as shown in Fig.
4.2.12.
(iii) The elements of an address and greeting are listed on the
left. Column headings from our data file are listed on the
right. Word searches for the column that matches each
element. In the illustration, Word automatically matched
the data file’s Surname column to Last Name. But Word
was unable to match other elements. From this data file,
for example, Word can’t match First Name.
(iv) In the list on the right, we can select the column from
Fig. 4.2.12: Match Field Dialog Box
our data file that matches the element on the left. In the
illustration, the Name column now matches First Name.
It’s okay that Courtesy Title, Unique Identifier and Middle Name aren’t matched. Our mail
merge document doesn’t need to use every field. If we add a field that does not contain data
from our data file, it will appear in the merged document as an empty placeholder — usually a
blank line or a hidden field.

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Type content and add fields
(i) In the main document, click where we want to insert the field.
(ii) Use the Write & Insert Fields group on the Mailings tab.
(iii) Add any of the following:
(a) Address block with name, address and other information
 Click Address block.
 In the Insert Address Block dialog box, select the address elements that we want to include
and the formats that we want and then click OK. The Address Block is a combination of
several fields, including first name, last name, street address, city and postal code, etc., as
shown in Fig. 4.2.13.

Fig. 4.2.13: Insert Address Block Dialog Box

(b) Greeting line

 Click Greeting line.
 Select the greeting line format, which includes the salutation, name format and following
punctuation. The Greeting Line can include one or more name fields, depending on our
chosen salutation as shown in Fig. 4.2.14.
 We can customize the content in each of these composite fields. For example, in the address,
we may want to select a formal name format (Mr. Joshua Randall Jr.); in the greeting, we
may want to use “To” instead of “Dear.”
 Click OK.

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Fig. 4.2.14: Insert Greeting Line Dialog Box

(c) Individual fields
We can insert information from individual fields, such as first name, telephone number or the
amount of a contribution from a list of donors. To quickly add a field from the data file to the main
document, click the arrow next to Insert Merge Field and then click the field name. For more options
with inserting individual fields in the document, do the following:
(i) On the Mailings tab, in the Write & Insert Fields group, click Insert Merge Field.
(ii) In the Insert Merge Field dialog box, do one of the following:
 To select address fields that will automatically correspond to fields in our data source, even
if the data source’s fields don’t have the same name as our fields, click Address Fields.
 To select fields that always take data directly from a column in our data file, click Database
Fields.
(iii) In the Fields box, click the field we want.
(iv) Click Insert and then click Close.
(v) If the Match Fields dialog box appears, Word may have been unable to find some of the
information that it needs for the address block. Click the arrow next to (not matched) and then
select the field from our data source that corresponds to the field that is required for the mail
merge.
Format merged data
Database and spreadsheet programs, such as Microsoft Office Access and Microsoft Office Excel,
store the information that we type in cells as raw data. Formatting that we apply in Access or Excel,
such as fonts and colors, isn’t stored with the raw data. When we merge information from a data file
into a Word document, we are merging the raw data without the applied formatting.

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To format the data in the document, select the mail merge field and format it, just as we would format
any text. Make sure that the selection includes the chevrons (« ») that surround the field.
E. Preview and complete the merge
After we add fields to our main document, we are ready to preview the merge results. When we are
satisfied with the preview, we can complete the merge.
Preview the merge
We can preview our merged documents and make changes before we actually complete the merge.
To preview, do any of the following in the Preview Results group of the Mailings tab.
(i) Click Preview Results.
(ii) Page through each merged document by using the Next Record and Previous Record buttons
in the Preview Results group.
(iii) Preview a specific document by clicking Find Recipient.
Complete the merge
We can print the merged documents or modify them individually. We can print
or change all or just a subset of the documents.
Print the merged documents Fig. 4.2.15: Finish &
Merge Group
(i) On the Mailings tab, in the Finish group, click Finish & Merge and then
click Print Documents as shown in Fig. 4.2.15.
(ii) Choose whether to print the whole set of documents, only the copy that’s currently visible or a
subset of the set, which we specify by record number.
Change individual copies of the document
(i) On the Mailings tab, in the Finish group, click Finish & Merge and then click Edit Individual
Documents as shown in Fig. 4.2.15.
(ii) Choose whether we want to edit the whole set of documents, only the copy that’s currently
visible or a subset of the set, which we specify by record number. Word saves the copies that
we want to edit to a single file, with a page break between each copy of the document.
Save the main document
When we save the main document, we also save its connection to the data file. The next time that
we open the main document, we are prompted to choose whether we want the information from
the data file to be merged again into the main document.
(i) If we click Yes, the document opens with information from the first record merged in.
(ii) If we click No, the connection between the main document and the data file is broken. The main
document becomes a standard Word document. Fields are replaced with the unique information
from the first record.
4.3 ADD – INS
An Add – Ins has an installed functionality that adds custom commands and new features to
Microsoft Office 2010 programs. Add-Ins can be for various kinds of new or updated features that
increase our productivity. When we install Microsoft Office 2010, several Add- Ins are installed and
registered on our computer. By default, installed and registered Add-Ins run without notification.

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Because Add-Ins can be exploited by hackers to do malicious harm to our computer, we can use
add-in security settings to change their behavior.
I. View or Change Add-In Settings
We can see and change add-in settings in the Trust Center, descriptions of which are in the following
section. Add-in security settings may be changed by an organization so not all options may be
available to change.
(i) Click the File tab. The Microsoft Office Backstage view opens.
(ii) Under Help, click Options; the Options dialog box appears.
(iii) Click Trust Center, then click Trust Center Settings.
(iv) In the Trust Center, click Add-ins.
(v) Select or clear the options that we want.
The following Fig. 4.3.1 is an example of the Add-Ins area of the Trust Center.

Fig. 4.3.1: Add-Ins Options

II. View installed Add-Ins
To view installed Add-Ins, do the following:
(i) Click the File tab. The Microsoft Office Backstage view opens.
(ii) Under Help, click Options; the Options dialog box appears.
(iii) Click Add-Ins. We can view each add-in to see the following information: the add-in name, its
publisher, compatibility, it’s location on our computer and a description of its functions.
The Fig. 4.3.1 is an example of the Microsoft Office Add-ins area.

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III. Add-In Categories explanation
The following descriptions can help us understand Add-In Categories.
 Active Application Add-Ins: Add-Ins registered and currently running in our Office program.
 Inactive Application Add-Ins: These are present on our computer but not currently loaded.
 Document Related Add-Ins: Template files referred to by open documents.
 Disabled Application Add-Ins: This Add-Ins is automatically disabled because it causes Office
programs to crash.
 Add-in: The title of the add-in.
 Publisher: The software developer or organization responsible for creating the Add-Ins.
 Compatibility: Look here for any compatibility issues.
 Location: This file path indicates where the add-in is installed on our computer.
 Description: This text explains the add-in function.
4.4 PDF
Portable Document Format (PDF): PDF preserves
document formatting and enables file sharing. When the
PDF file is viewed online or printed, it retains the format that
we intended. The PDF format is also useful for documents
Fig. 4.4.1: PDF
that will be reproduced using commercial printing methods.
PDF is accepted as a valid format to many agencies and organizations and viewers are available on
a wider variety of platforms than XPS.
The Fig. 4.4.2 gets opened on the click of the option PDF->> Save as PDF command in Create PDF
Document as shown in the Fig. 4.4.1.

Fig. 4.4.2: PDF Complete Document Creation Options Window

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 SECTION - B
MS-EXCEL 2010
 1
C
H INTRODUCTION TO
Office automation-MS-Excel 2010
A
P MS-EXCEL 2010
T
E
R

LEARNING OBJECTIVES
 To understand the basics of spreadsheet application
 To create a worksheet file
 To enter and edit data in the worksheet file

1.1 INTRODUCTION TO MS-EXCEL

A Spreadsheet is a computer application that simulates a paper worksheet. It displays multiple cells
that together make up a grid consisting of rows and columns, each cell containing either alphanumeric
text or numeric values. A spreadsheet cell may alternatively contain a formula that defines how the
contents of that cell is to be calculated from the contents of any other cell (or combination of cells)
each time any cell is updated. Spreadsheets are frequently used for financial information, because
of their ability to re-calculate the entire sheet automatically, after a change to a single cell is made.
Examples of popular spreadsheet software are MS-Excel, Gnumeric, KSpread, ZCubes-Calci, Lotus
Symphony (2007) and Resolver One.
Microsoft Excel consists of a proprietary spreadsheet application written and distributed by Microsoft. Excel
2010 needs Windows Vista or Windows 7 as operating system to run on an IBM PC. However, it can
also be used with Windows XP operating system, if service pack 3 is installed.
MS-Excel features calculation, graphing tools, pivot tables and, a macro programming language
called VBA(Visual Basic for Applications). A typical blank Microsoft Excel 2010 spreadsheet is
shown in the Fig. 1.1.1.

Fig. 1.1.1: A typical blank Microsoft Excel 2010 spreadsheet

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Excel also allows multiple sheets, so a spreadsheet could be split over several pages, say one for
input, one page for calculations, and another for output. This collection of pages is known as a
Workbook. By default, a workbook opens with three worksheets and it can contain a maximum of
255 worksheets.
In addition to powerful calculations, Excel is also able to produce a wide range of high quality charts
to make presentation of data more effective.
Spreadsheet programs are developed to automate tasks such as technical calculations, inferential
statistics, analyzing data etc. They also have a powerful program for graphical preparation of
numerical data. They are commonly used in Production, Planning, Personnel Management,
Marketing, Payroll and Accounting.
 Moving Around an Electronic Spreadsheet : Users can move the cursor around the electronic
spreadsheet, changing the current cell. Most spreadsheets allow many more rows and columns
than can be displayed at a time on the screen. If the user moves the cursor off the screen, the
program will reveal columns or rows that were previously kept in memory but not displayed
on the screen.
 Entering Data on an Electronic Spreadsheet : To enter data into a cell, the user can move the
cursor to the cell and type in the data. If the data consists of a formula, the formula appears
only at the top of the screen and not in the cell itself. The electronic spreadsheet automatically
calculates the value of the formula and inserts the value into the cell. At the same time, the values
of all other cells that depend on the value of the current cell are recalculated.
 Changing the Content of a Cell : To change the content of a cell, the user must move the cursor
to the cell and enter the new content. The old content of the cell is lost, and the new cell value is
inserted (or computed, if the new cell value is determined by a formula). Any cell values that
depend on the value of the changed cell are recalculated. This ability to change the content of a
cell easily and to see the effects of the change on the other cells in the spreadsheet immediately
is what makes electronic spreadsheets so useful.
 Editing the Electronic Spreadsheet : Electronic spreadsheets allow the user to save the current
contents of the spreadsheet on a disk and to recall the spreadsheet at a later time. They also
include a number of editing features that make it simpler to create and change spreadsheets.
The editing features allow the user to erase the content of a single cell or of an entire rectangular
block of cells. They allow the user to add or remove rows or columns, and they automatically adjust
the formula from one cell to another. The editing features even allow users to merge spreadsheets
and to add and subtract spreadsheets on a cell by cell basis. They also make it simple to enter or
alter the data in the cells.
Spreadsheets are too large to appear completely on the screen. A number of editing features
compensate for this limitation. One such feature, Freeze Panes freezes titles on the screen so that
when the user brings a remote section of the spreadsheet onto the screen, the horizontal or vertical
titles remain on the screen.

1.2 SPREADSHEET DETAILS

Worksheet is a grid made up of horizontal rows and vertical columns. The Excel 2010 worksheet contains
1,048,576 rows and 16,384 columns.Each intersection of a row and a column forms a cell, in which
the user can store data (see Fig. 1.2.1).

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Quick
Access
Toolbar

Ribbon

Name Box Formula Bar

Column Letter
Active Cell

Row Number

Sheet Tab

Fig. 1.2.1: Spreadsheet Details

Row number
Identifies a horizontal row in the worksheet. It appears on the left border of the worksheet.
Column letter
Identifies a vertical column in the worksheet. It appears on the top border of the worksheet. Columns
are lettered A-Z, then AA-AZ, then BA-BZ, and so on to 16,384th column.
Active Cell
In an Excel 2010 worksheet, the active cell can be identified with the black outline. Data is always
entered into the active cell.
FormulaBar
Located above the worksheet, this area displays the constant value or formula used in the active
cell. It can also be used for entering or editing data and formulas.
Name Box
Located at the left of the formula bar, the Name Box displays the cell reference or the name of the
active cell.
Sheet Tab
Displays the names of the worksheets. Switching between worksheets is done by clicking on the
sheet tab at the bottom of the screen.
Quick Access Toolbar
This customizable tool bar allows user to add frequently used commands. Click on the down arrow
at the end of the toolbar to display the toolbar’s options.

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Ribbon
The Ribbon is the strip of buttons and icons located above the work area in Excel 2010. In Ribbon,
commands are organized in logical groups, which are collected together under tabs. We can hide
the ribbon by double-clicking the active tab.
In Excel 2010, the ribbon is completely customizable meaning the tabs and groups can be created by
the user as well as the order of the built-in tabs and groups can be renamed or changed. Also, user
can add or remove commands from the tabs.
A new tab File Tab has been added in the Excel 2010 ribbon. It replaces the Office Button in Excel
2007. It leads to a full-window file menu, known as the Backstage View, giving easy access to task-
centered functions such as printing and sharing.

Fig. 1.2.2: File Tab

Cell reference
A cell reference is the name of some cell in a spreadsheet. Most cell references indicate another cell
in the same spreadsheet, but a cell reference can also refer to a cell in a different sheet within the
same spreadsheet, or (depending on the implementation) to a cell in another spreadsheet entirely,
or to a value from a remote application.
A typical cell reference consists of one or two case-insensitive letters to identify the column followed
by a row number. Either part can be relative (it changes when the formula in it is moved or copied),
or absolute (indicated with $ sign in front of the part concerned of the cell reference).
A cell on the same“sheet”is usually addressed as:- = A1
A cell on a different sheet of the same spreadsheet is usually addressed as:-
=SHEET2!A1(that is; the first cell in sheet 2 of same spreadsheet)
Some spreadsheet implementations allow a cell reference to another spreadsheet (not the current
open and active file) on the same computer or on a local network. It may also refer to a cell in another

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open and active spreadsheet on the same computer or network that is defined as shareable. These
references contain the complete file name, such as:-
=’C:\Documents and Settings\Username\My spreadsheets\[main sheet] Sheet 1’!A1
In a spreadsheet, references to cells are automatically updated when new rows or columns are
inserted or deleted.
Formula
A formula identifies the calculation needed to place the result in the cell it is contained within. A
cell containing a formula therefore has two display components; the formula itself and the resulting
value. The formula is normally only shown when the cell is selected by “clicking” the mouse over
a particular cell; otherwise it contains the result of the calculation.
A formula assigns values to a cell or a range of cells, and typically has the format:
=Expression
Example:=sum(A2..B2)
Where the expression consists of:
 values, such as 2,9.14 or 6.67E-11;
 references to other cells, e.g., A1 for a single cell, B1:B3 or B1..B3 for a range;
 arithmetic operators, such as +,-,*,/, and others;
 relational operators, such as >, =,<, and others; and,
 functions, such as SUM(), AVG(), and many others.
When a cell contains a formula, it often contains references to other cells. Such a cell reference is
a type of variable. Its value is the value of the referenced cell or some derivation of it. If that cell
in turn references other cells, the value depends on the values of those. References can be relative
(e.g., A1, or B1:B2), absolute (e.g., $A$1, or $B$1:$B$2) or mixed row-wise or column-wise absolute/
relative(e.g., $A1 is column-wise absolute and A$1 is row-wise absolute).

1.3 APPLICATIONS OF ELECTRONIC SPREADSHEETS

Many applications of electronic spreadsheets involve collecting numeric information that can be
organized in the form of an electronic spreadsheet. Some examples are discussed here.
 Budgets
Electronic spreadsheets are commonly used to develop and monitor budgets.The budgeted
items are usually listed across the rows. The columns indicate various budget periods (weeks,
months, years). Certain columns contain summary statistics, such as year to date, quarterly
expenditures, and comparison of budgeted amount with actual amount.
 Inventory Management
Many small businesses use electronic spreadsheets to keep track of inventory. The various
inventory items are listed down the rows.The columns give the number of items shipped and
the number of items remaining in the inventory at particular times. The electronic spreadsheets
may also contain statistics relating to changes in inventory over various time periods.

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 Portfolio Management
Electronic spreadsheets are used to keep track of investment portfolios. Each investment occupies
a single line. The columns indicate income from the investments for particular time periods.
Some columns may give portfolio statistics, such as total portfolio cost, current yield, current
investment value, and total income for the year to date.
 Management Decision Support
Electronic spreadsheets are commonly used to wake projections of business conditions. They are
used in analyzing the effects of changes in various conditions. (How will shipments be affected
if the supply of railroad cars decreases by 30 percent? What will happen to profits if the cost of
sugar increases by 15 percent and wages increase by 8 percent?)
1.4 FEATURES OF MS-EXCEL 2010
Microsoft Excel 2010 is developed on the GUI concept. It is the most comprehensive spreadsheet
application available in the market. It is not just a tool for calculating, manipulating and analyzing
data, but also a versatile organizational tool for presenting information. The features of Excel 2010
are listed below:
 Worksheet and Graphics : The worksheet and graphics feature includes extremely powerful
calculating features. Apart from working with numbers and text, it is also possible to present
graphical data using Excel 2010.
 Datalists and Databases : Database functions are another important feature of Excel. Several
useful functions are available for working with data that are listed in a tabular form. Functions
are also available for evaluating values, combining data and soon.
 Data exchange with other applications : Excel takes advantage of the Windows environment.
The Windows environment especially applies to the DDE (Dynamic Data Exchange) and OLE
(Object Linking and Embedding) concepts within Excel and between Excel and other Windows
application.
 Results-oriented user interface : The new results-oriented user interface makes it easy to work
in Microsoft Excel. Commands and features that were often buried in complex menus and
toolbars are now easier to find on task-oriented tabs that contain logical groups of commands
and features. Many dialog boxes are replaced with drop-down galleries that display the available
options, and descriptive tooltips or sample previews are provided to help user choose the right
option.
 Optimized memory consumption : Excel 2010 has 64-bit architecture, which enables the
applications to use more physical memory than ever, especially important for those who need
to work with really large data sets. In Excel 2010, investments were made in 64-bit architecture
to optimize the memory consumption while keeping the cell table (and related operations) as
fast as possible.
 Access spreadsheets from virtually anywhere : The Excel 2010 spreadsheets can be posted
online and then accessed, viewed and edited from virtually anywhere from the Web or from
Windows Mobile-based Smartphone.
 Connect and share when working together : Co-authoring through the Excel Web App makes
it possible to edit the same spreadsheet with others simultaneously from different locations.

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1.5 STARTING MS-EXCEL
To start Excel 2010,click the Start Button, All Programs, and Microsoft Office and then select
Microsoft Excel 2010. On starting Excel, a blank workbook is opened. This workbook has three
worksheets. By default, Sheet 1 is selected. Excel 2010 provides options in the ribbon and the user
can select the appropriate options to perform an operation.
When Excel 2010 is loaded, two windows appear that are nested one within the other. The larger
window is called the Application Window, which covers the entire screen. The application window is
used to communicate with the Excel program. The smaller window is called the Document Window
and is used to create and edit Excel worksheets and charts.
1.5.1 Workbook in Excel
A workbook is an Excel file where the data is stored. A workbook consists of many worksheets.
A worksheet is a page in the workbook where data can be entered. The current sheet is always
highlighted in the sheet tab. Sheets belonging to a particular application can be stored in the same
workbook. When the workbook is opened, all the worksheets contained in that workbook are
automatically opened. Since each workbook contains many sheets, the user can organize various
types of related information in a single file. To move from one sheet to another sheet, click the sheet
tab.
1.5.2 Creating a New Workbook
Every time the user starts Excel, it automatically loads up a blank workbook.
1. Click the File Tab, and then click New.

Fig. 1.5.1: Creating a new workbook

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2. Under Available Templates, double-click Blank workbook.
To create a new workbook based on an existing workbook
Select New from existing under Available Templates. In the New from Existing Workbook dialog
box, browse to the location that contains the workbook to open. After finding the required workbook,
select it to create a new workbook based on that.
1.5.3 Opening a Workbook
1. Click the File Tab, and then click Open.

Fig. 1.5.2: Opening a Workbook

2. Inthe Open dialog box, browse to the location that contains the workbook to open.
3. After finding the required workbook, select it.
4. Click Open.
1.5.4 Saving a Workbook
1. Click the File Tab, and then click Save As.
Or
Press Ctrl+S or F12 key on the keyboard.

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Fig. 1.5.3: Saving a Workbook

2. In the Save As dialog box, browse to the location where the workbook is to be saved.
3. Specify the name of the file in the File name box.
4. In the Save as type box, give the type of file.
5. Click Save.

1.6 EXECUTING COMMANDS

Excel commands can be given in one of the following ways:
 Choosing an option from the File Tab (see Fig. 1.2.2)
 Choosing an option from the Shortcut menu (see Fig. 1.6.1)
 Selecting a tool from the Ribbon
 Using Shortcut key combinations
1.6.1 Shortcut Menus
A shortcut menu is invoked by pressing the right mouse button. The shortcut menu gives direct
access to the most commonly used commands. For example, clicking the right mouse button on the
active cell displays a shortcut menu of editing and formatting options.

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Fig. 1.6.1: Shortcut Menu using Right-click

1.6.2 Shortcut Keys
The following is a table of commands available in Microsoft Excel. The left column gives the desired
action and the right column gives the associated keyboard shortcut.
Desired Action Keyboard Shortcut
Show a shortcut menu SHIFT+F10
Make the menu bar (Ribbon, Quick Access toolbar) active F10 or ALT
for using KeyTips
Show the program icon menu (on the program title bar) ALT+SPACEBAR
Select the next or previous command on the office button DOWN ARROW or UP ARROW
submenu
Select the menu to the left or right, or, with a submenu LEFT ARROW or RIGHT ARROW
visible, switch between the main menu and the submenu
Select the first or last command on the menu or submenu HOME or END
Close the visible menu and submenu at the same time ALT
Close the visible menu, or, with a submenu visible, close the ESC
submenu only

1.7 USING TEMPLATES

A template is like a pad of preprinted paper. Everytime a template is opened, a copy of the template
is created. Templates can be extremely helpful when working with workbooks with identical
formatting, labels, formulas, and so on.
To save a workbook as a template, follow the steps given below:
1. Setup the workbook to the desired format.
2. Choose SaveAs from the File Tab. The Save As dialog box appears.
3. Select Excel Template in the Save as type box.

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4. Specify a file name to the template and click Save. Excel gives a .xltx extension to the template
file.
To open a copy of the template, choose New from the File Tab. Then click My templates under
Available Templates. In the New dialog box, select the required template and click OK.
Editing a Template: To make changes to the template, follow the steps given below:
1. Click the Open command in the File Tab.
2. In the Open dialog box, navigate to the Templates folder, open the template file, do the necessary
changes and save the template file.
1.8 USING SHEETS IN A WORKBOOK
1.8.1 Changing the name of a worksheet
Each sheet is a full spreadsheet. Having a workbook with multiple sheets allows the user to easily
establish relationships from one sheet to another. The name of the sheet may be changed. Double-
click the name of the sheet in the Sheet Tab, and type the new name.
or
1. On the Sheet Tab, right-click on the sheet tab to rename, and then click Rename.
2. Type the new name.
1.8.2 Changing default number of sheets in new workbooks
1. Click the File Tab.
2. Then click Options. The Excel Options dialog box appears with General properties.

Fig. 1.8.1: Excel 2010 General Properties

3. Enter the number of sheets in Include this many sheets box under the When creating new
workbooks group.
4. Click OK.

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1.8.3 Inserting additional worksheets
To insert a new worksheet, do one of the following:
1. To insert a new worksheet at the end of the existing worksheets, click the Insert Worksheet tab
present after the sheet tab.
2. To insert a new worksheet before an existing worksheet, select that worksheet, and then on the
Home Tab, in the Cells group, select Insert Sheet option from Insert drop-down list.
1.8.4 Delete a worksheet
To delete a worksheet, select that worksheet and do one of the following:
1. On the Home Tab, in the Cells group, click the arrow next to Delete, and then click Delete
Sheet.
2. Right-click on the sheet in the sheet tab and then click Delete.
1.8.5 To navigate between cells
To move from cell to cell, follow these steps:
1. Hit the Return/Enter key to move down to the row below.
2. Hold down the Shift key, then hit the Return/Enter key to move up to the row above.
3. Hit the Tab key to move over to the column to the right.
4. Hold down the Shift key, then hit the Tab key to move back to the column to the left.
5. Move the cursor to any cell and click there.
6. Use the arrow keys to move up, down, left, or right.
1.8.6 Copying or moving sheet
To copy/move a sheet within the workbook:
1. Select the sheet to be copied or moved.
2. To copy: Press and hold down Ctrl key and drag the sheet tab to its new location.
3. To move: Drag the sheet tab to its new location.
To copy/move a worksheet to another existing workbook:
1. Open both the workbooks.
2. On the View Tab, in the Window group, click Arrange All. The Arrange Windows dialog box
appears.

Fig. 1.8.2: Opening two workbooks simultaneously

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3. Select the desired arrangement. Then click OK.
4. To copy: Press and hold down Ctrl key and drag the sheet tab from one workbook to its new
location in the second workbook.
5. To move: Drag the sheet tab from one workbook to its new location in the second workbook.
To copy/move a worksheet to a new workbook:
1. Select the sheet to be copied or moved. Then right-click and click Move or Copy. This will open
the Move or Copy dialog box.

Fig. 1.8.3: Moving or copying a worksheet

2. In the To book drop-down list, select (new book).
3. To copy: Select the Create a copy check box.
4. To move: Clear the Create a copy check box.
5. Click OK.

1.9 ENTERING DATA

There are three kinds of data the user can enter into an Excel worksheet: text (a label), a number
(a value), or a formula.
1.9.1 Entering a Label (Text) or a Value (Number)
1. Click the cell to enter a label or a value.
2. Type a label (text) or a value (number). A label can include uppercase and lowercase letters,
numbers and keyboard symbols.
3 Press the ENTER key on the keyboard or click on another cell with the mouse.

Fig. 1.9.1: Entering data into the worksheet

1.9.2 Entering Date in different formats
Excel 2010 provides number of DATE functions that can be used to insert date to the worksheet.
1. Click on the cell in which the date is to be entered.
2. On the Formulas Tab, in the Function Library group, click Date & Time.

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3. Click TODAY to enter today’s date.
1.9.3 Entering Series-Auto Fill
To fill the same number (or text value) over and over, instead of entering the data several times, the
user can enter the data once, then select the fill handle of the selected cell and drag the mouse. All
the cells in between will be filled with the same original value.
In this example, the number 1 is repeated over several cells.

Fig. 1.9.2: Auto Fill

The user can also select the range, type the value into a cell, and then press Ctrl + Enter.
Incrementing series of numbers or dates: Excel is designed to recognize, when series or the
beginning of series is entered.

Fig. 1.9.3: Auto Fill Incrementing Series

In this example, fill two cells with 1 and 2. Drag the fill handle down, the cells are filled with the
series 1, 2, 3, 4, 5, 6.

1.10 EDITING DATA

The cell contents can also be rearranged apart from being changed or edited. Rearranging involves
copying, moving, clearing cells or inserting and deleting rows.When copying or moving data, a
copy of that data is placed in the Clipboard.
1.10.1 Copying and Pasting Cell Contents
To copy a range of cells, follow the steps given below:
1. Select the cell or the range that contains the data to copy.
2. Click the Copy button under the Clipboard group in the Home Tab or press Ctrl+C keys
together. An outline of the selected cells, called a marquee, shows the boundary of the selected
cells.

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3.Click the first cell where the user wants to paste the data.
4.Click the Paste button under the Clipboard group in the Home Tab or press Ctrl+V keys
together.
Moving Cell Contents
To move a selection rather than copy it, the user should use the Cut button or press Ctrl+X keys
together rather than the Copy button or Ctrl+C keys in step 2.
1.10.2 Moving Cell Contents Using Mouse
1. Select the cell or the range that contains the data to move.
2. Move the mouse cursor to one of the thick black outside lines surrounding the selection. The
cursor will change from a white plus sign to a black arrow.
3. Click and hold the mouse button down and drag the selected range of data to where the user
wants to relocate it.
4. Release the mouse button.
To copy a selection rather than moving it, the user should press the Ctrl key while doing step 3.
When the mouse button is clicked, the cursor will change from a black arrow to an arrow with a +
(plus) sign.
To move or copy data to a different sheet, press Alt key (with Ctrl key if data is to be copied) while
dragging the selection to the destination sheet’s tab. Excel switches to that sheet, where the selection
can be dropped in the appropriate location.
1.10.3 In-cell Editing
1. Double-click the cell to edit. The insertion point appears within the cell.
2. To make corrections: Use the mouse pointer or the arrow keys, Home, and End keys to position
the insertion point where required. The Backspace and Delete keys can also be used to erase
unwanted characters.
3. Press Enter to accept the edit, or press Esc to cancel it.
1.10.4 Inserting Cells, Rows or Columns
Inserting Cells
1. Select a cell or a range of cells where the user wants to insert new cells.
2. On the Home tab, in the Cells group, click the arrow next to Insert, and then select Insert Cells.
The Insert dialog box will appear.

Fig. 1.10.1: Inserting cells

3. To insert cells, select the direction in which the user wants the remaining cells to move.
4. Click OK.

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Inserting Rows or Columns
1. Select a cell or a range of cells in the rows or columns where the user wants to insert new rows
or columns.
2. Select Insert Sheet Rows from Insert drop-down list of the Cells group of the Home Tab to
insert rows.
3 Select Insert Sheet Columns from Insert drop-down list of the Cells group of the Home Tab
to insert columns.
1.10.5 Deleting Cells, Rows or Columns
1. Select the cell or range of cells, rows, or columns that the user wants to delete.
2. On the Home tab, in the Cells group, click the arrow next to Delete and then do one of the
following:
• To delete selected cells, click Delete Cells. The Delete dialog box will appear.

Fig. 1.10.2: Deleting cells

To delete cells, select the direction in which the user wants the remaining cells to move.
Click OK.
• To delete selected rows, click Delete Sheet Rows.
• To delete selected columns, click Delete Sheet Columns.
1.11 SAVING A FILE IN PDF FORMAT
Files created in MS-Excel can also be saved in Portable Document Format (PDF), which is a common
format for sharing documents. PDF is a fixed-Layout electronic file format that preserves document
formatting and enables file sharing. The PDF format ensures that when the file is viewed online
or printed, it retains exactly the format that is intended, and that data in the file cannot easily be
changed. The PDF format is also useful for documents that will be reproduced by using commercial
printing methods. To view a PDF file, the PDF reader must be installed on the computer. The file
saved as PDF, can not be directly changed. The changes have to be made to the source file of Excel
and saved again in the PDF format.

1.12 CLOSING A WORKBOOK

Click the File Tab, and then select Close. Do not click Exit unless, of course, the user wants to close,
not just the workbook but Excel too. The user can also close the workbook by clicking the bottom“X”
in the upper right corner of the screen. Please be aware that if the “X” icon on top is clicked, it will
close Excel.

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C
H CELL REFERENCING,
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A
P RANGES AND
T
E FUNCTIONS
R

LEARNING OBJECTIVES
To understand cell references and ranges

To enter formulas and using functions

To learn formula auditing

2.1 CELL REFERENCING

The intersection of a column and a row is called a cell. Each cell on the spreadsheet has a cell address
that is the column letter and the row number. Cells can contain text, numbers, or mathematical
formulae.
2.1.1 Cell and Range References
A reference identifies a cell or a range of cells on a worksheet and tells Microsoft Excel where to look
for the values or data the user wants to use in a formula. The user can also refer to cells on other
sheets in: the same workbook, or other workbooks. References to cells in other workbooks are called
links.
2.1.2 Relative Cell References
This is the most widely used type of cell reference in formulas. Relative cell references are basic cell
references that adjust and change when copied or when using AutoFill. (See Fig. 2.1.1)

Fig. 2.1.1: Cell Referencing

In the above figure, cells A5 to A7contain relative references, whereas cells B5 to B7contain absolute
references. The formula was entered in cells A5 and B5, and the AutoFill feature was used to fill all
the other cells.
2.1.3 Absolute Cell References
When a formula or function is copied or moved to another location, any cell references in the formula
or function get adjusted as well. However, there are some situations where a cell reference inside a
formula must ALWAYS refer to the same cell. Here’s an example:

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Fig. 2.1.2: Cell Referencing

Watch what happens when the formula in cell B4 (=B3*F2) is copied and pasted into cells C4 and D4.

Fig. 2.1.3: Requirement of Absolute Cell References

If user uses ABSOLUTE CELL REFERENCES for cell F2 in the original formula, this will lock the
reference in place. Then, when the formula is copied to columns C & D, the taxes will be correctly
calculated.
To fix the formula in cell B4:
 Click in the formula bar on the F2 reference in the formula.
 Press the F4 key, until the correct combination of dollar signs, i.e. $F$2 appears. The dollar signs
lock the references in place. (One $ for the column, one for the row)
2.1.4 Mixed Cell References
To create a mixed reference, make part of a cell address absolute and part relative, by locking in
either the column or the row. Use mixed references to copy a formula down and across and to have
a reference change relatively in one direction but not in the other. For example, E$5 will remain E$5
when copied down because the row reference is absolute, but it can change to F$5, G$5, and so on
when copied across because the column reference is relative.

2.2 RANGES
A range is a rectangular group of cells. The smallest range is a single cell and the largest range includes
all the cells in the worksheet. A range can include cells from same sheet or cells from adjacent sheets.
Ranges are defined by the addresses of two opposite or diagonally paired corner cells separated by
a colon (:) or two dots (..).
2.2.1 Naming Ranges
The user can apply a name to refer to a cell or a range of cells, rather than using cell addresses as
references. Names provide multiple benefits:
 Names are more descriptive and easier to remember than cell addresses.

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 When a cell moves, the name moves with it.
 The user can use a name in place of a cell or range address in a formula or function argument,
just like a row or column label.
 When a formula is copied that uses a name, the effect is the same as using an absolute cell
reference.
 The rules for using range names include the following requirements:
  Names can be 1 to 255 characters long and can include letters, numbers, underscores or
periods.
  The name must begin with either a letter or the underscore character. The user cannot use
spaces, commas, exclamation, or other special characters.
  Names cannot be valid cell addresses; e.g.- F1998 cannot be used as a name. Names are not
case sensitive.
Names can be given at workbook level (i.e. global names) or at worksheet level (i.e. local names). Names
defined globally apply to all the sheets in that workbook. But, the area of the local name is limited
only to that sheet.
The user can also link to a defined name in another workbook, or define a name that refers to cells
in another workbook. For example, the formula =SUM(Sales.xls!ProjectedSales) refers to the named
range ProjectedSales in the workbook named Sales.xls. By default, names use absolute cell references.
There are three ways to name a range:
 Use the Name Box.
 Use the Define Name option from the Formulas Tab.
 Create a name from a row or column of text.
2.2.2 Naming a Range Using the Name Box
Using the Name Box at the left end of the Formula Bar is the easiest way to name a range.
1. Select the range to be named; it can include non-contiguous cells.
2. Click in the Name Box. (See Fig. 2.2.1)

Fig. 2.2.1: Name Box

3. Type a valid name for the range and press Enter key.
2.2.3 Using the Define Name option
1. Select the range of cells to name.
2. From the Formulas Tab, click Define Name in the Defined Names group. The New Name
dialog box appears.

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Fig. 2.2.2: Defining a new range name

3. Write the name of the range in the Name box.
4. Select the scope of the defined name in the Scope drop-down list.
5. Click Close.
2.2.4 Create Names from a Row or Column
1. Select the range of cells to be named.
2. From the Formulas Tab, click Create from Selection in the Defined Names group. The Create
Names from Selection dialog box appears.

Fig. 2.2.3: Creating names from a row or column

3. Select the row (Top or Bottom) and/or column (Left or Right) that contains the labels the user
wants to use to name the selected range.
4. Click OK.
While creating names from a row or column, Excel edits text as needed to make valid names. Excel
uses these standards to generate names from labels or other text:
 If the label for a column or row contains spaces, Excel will replace the space with an underscore.
 If the cell contents begin with a number, Excel will add an underscore to the beginning of the
name.
 Excel will not create a name from a cell that contains only a number (like 1998, 78, or 1254.50).
2.2.5 Using the Name Manager
Click Name Manager in the Defined Names of Formulas Tab. The Name Manager dialog box
appears as shown.

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Fig. 2.2.4: Using the Name Manager

Using the Name Manager, the following operations can be performed:
 Click on the New button to display the New Name dialog box to create a new name for a range.
 Select a name and click on the Edit button to display the Edit Name dialog box for editing the
range or the name of the range.
 Select a name and click on the Delete button to delete the name.
 Click on the Filter button and select an option from the drop-down list to display selected names.
2.2.6 Using Names as References
Once a range has been defined, the user can enter it where a regular cell reference is valid. For example,
the user can type in the name of a range as an argument for a function: =SUM(Totals). Names also
serve as a valuable navigation function, particularly in large workbooks and worksheets. To select
and display a named range anywhere in the workbook, click the down arrow in the Name Box and
select the name from the list.

2.3 FORMULAE
When using a formula in the spreadsheet, (a cell containing a formula that references other cells), the
result will automatically change as other cell values referenced in the formula change. This feature
is very valuable when editing or adding information to the worksheet. The user does not have to
remember to update other cells that rely on that cell’s information.
A formula always begins with an equal sign (=) followed by some combination of numbers, text,
cell references, and operators. If a formula is entered incorrectly, an ERROR IN FORMULA message
will appear.
2.3.1 Formula Operators
Operators are used in formulas to execute operations on the values taken by formulas. The four
categories of operators are:
Arithmetic operators (+,-,*,/,%,^) are used in conjunction with numbers to create mathematical
formulas. “-“ operator can also be used for negation of a number, e.g. “=-5+2” will give result -3.
“%” operator is Percentage operator, e.g. “=6%” will give result 0.06.
Text concatenation operator (&) is used for joining text within quotation marks or text contained
in referenced cells. E.g. If cell A10 contains the text “Excel”, then =”MS “&A10 will give result “MS
Excel”.

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Comparison operators (=,<,<=,>,>=,<>) are used to compare two values. E.g. “=10<>15” will give
result TRUE as 10 and 15 are not equal.
Reference operators (colon(:), comma(,), space( )) make no changes to constants or cell contents.
“:” is used to specify a range, e.g. “A1:A3” refers to the cells A1, A2 and A3, “B:B” refers to all cells
in column B.
“,” is the Union operator, e.g. “SUM(A7:A11, B11)” will give the sum of the cells A7, A8, A9, A10,
A11 and B11.
“ “ is the Intersection operator, e.g. “SUM(A9:A11 A7:A10)” will give the sum of the cells common
to both the ranges, i.e. sum of cells A9 and A10.
2.3.2 How to Enter Formulae
A formula can also contain any or all of the following: functions, references, operators and constants.
e.g. = PI() * A2 ^ 2
Parts of a formula
1. Functions: The PI( ) function returns the value of pi: 3.142...
2. References: A2 returns the value in cell A2.
3. Constants: Numbers or text values entered directly into a formula, such as 2.
4. Operators: The ^ (caret) operator raises a number to a power, and the * (asterisk) operator
multiplies two numbers.
Example
1. Click a cell to enter a formula.
2. Type = (equal sign) to begin the formula.
3. Type the first argument. Remember, an argument can be a number or a cell reference. The user
can type in the number or if referencing a cell, type the cell reference or click on the cell to have
the cell reference automatically included in the formula. The user can also type a defined name.
4. Type an arithmetic operator.
5. Enter the next argument.
6. Steps 4 and 5 can be repeated as many times as needed to add to the formula.
7. Last, tap the ENTER key. The result of the formula appears in the cell while the formula itself
appears in the Formula Bar.
To edit a formula,
1. Double-click the cell containing the formula. This will show the formula in the cell instead of
the result.
2. Click the = sign in the Formula Bar.
2.3.3 Complex Formulas
Complex formulas involve more than one operation. For example, user might have separate columns
for hours worked in the first week of the pay period and hours worked in the second, the user wants
to add the hours together before multiplying by the pay rate: =Hours Week 1 +Hours Week 2 * pay
rate. When the user has more than one operation in a formula, the user needs to know about the
order of operations. A short set of rules about how formulas are calculated is:

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1. The formulas are evaluated according to the following precedence order (highest to lowest):
Operator Definition
: Range
Space Intersect
, Union
- Negation
% Percentage
^ Exponentiation
* and / Multiplication and division
+ and - Addition and subtraction
& Text concatenation
=, <, <=, >, >=, <> Comparison
Table 2.3.1: Operator Precedence
2. If the operators are of same precedence, they are always evaluated from left to right: 15/3+2 is
7, never 3.
3. Any operation in parentheses is calculated first. To add parentheses to an existing formula,
select the cell containing the formula and click in Formula Bar. Type parentheses around the
expressions in the formula, but not around the initial = sign.
By default, the above example formula will be calculated in the following manner. First, Hours Week
2 will be multiplied with pay rate. Then, Hours Week 1 will be added to the gross pay for the second
week. To correct this, the formula should be written as: =(Hours Week 1 + Hours Week 2) * pay rate.

2.4 USING FUNCTIONS

Excel includes hundreds of functions that can be used to calculate results used in statistics, finance,
engineering, mathematics, and other fields.
Functions are structured programs that calculate a specific result: a total, an average, the amount of
a monthly loan payment, or the geometric mean of a group of numbers. Each function has a specific
order or syntax that must be used for the function to work properly.
Functions are formulas, so all functions begin with the equal sign (=). After that is the function name,
followed by one or more arguments separated by commas and enclosed in parentheses.
Example:=SUM(D6:D11)
Excel’s functions are grouped into 10 categories.
Category Examples
Financial Calculates interest rates, loan payments, depreciation amounts,etc.
Date and Time Returns the current hour, day of week or year, time, or date.
Maths and Trignometrical Calculates absolute values, cosines, logarithms, etc.
Statistical Calculates total, average, high and low numbers in a range; standard
deviation etc.
Lookup and reference Searches for and returns values from a range; creates hyperlinks to
network or Internet documents.

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Database Calculates average, maximum, minimum etc. in an Excel database
table.
Text Converts text to upper or lower case, trims characters from the right
or left end of a text string, concatenates text strings.
Logical Evaluates an expression, and returns a value of TRUE or FALSE; used
to trigger other actions or formatting.
Information Returns information from Excel or Windows about the current status
of a cell, object, or the environment.
Engineering Included with MS-Office, but must be installed separately from the
Analysis Toolpak.
Cube Returns a member or tuple from an OLAP cube, calculates the number
of items in a set etc.
Compatibility Contains the original statistical functions which existed in earlier
versions of Excel, since some of the earlier statistical functions have
been renamed in Excel 2010.
Table 2.4.1: Excel Functions
2.4.1 Entering Functions
As soon as the user types “=” into the cell, Excel shows the most recently used function in the Name
Box. But if the user clicks on the down arrow to the right of the Name Box, the user gets a list of other
recently used functions,including an option to see “More Functions”. (See Fig. 2.4.1)

Fig. 2.4.1: Recently used functions displayed in Name Box

If the function required is on the list, select it, and Excel will move the function to the Formula Bar.
The Function Arguments dialog box (shown in Fig. 2.4.2) will appear which will include a description
of the function and one or more text boxes for the function’s arguments. For common functions that
use a single range of cells as an argument, Excel will guess which numbers the user might want to
sum or average and place the range in the argument text box. Required arguments are bold, like
Number. These text boxes must be filled in successfully, to use the function.Alternatively, the user
can specify cell references by clicking the cells or selecting the range with the mouse. After that,
click OK to use the function.

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Fig. 2.4.2: Function Arguments dialog box

As with any formula, the results of the function are displayed in the active cell. The function itself
is displayed in the Formula Bar when the cell is active.
If the function needed is not listed in the Name box list, choose More Functions at the bottom of the
list to open the Insert Function dialog box.

Fig. 2.4.3: Inserting a function

Alternatively, the user can also select a function by clicking on any of the icons in the Function
Library group of the Formulas Tab.

2.5 FINANCIAL FUNCTIONS

Some of the useful financial functions are:
A) NPV: It calculates the net present value of an investment based on a discount rate and a series of
future payments (negative values) and income (positive values). Its syntax is:
NPV(rate, value1, [value2],...)
Rate is the rate of discount over the length of one period.
Value1, value2,... are 1 to 254 payments and income, equally spaced in time and occurring at the
end of each period. Value1 is required, subsequent values are optional.
Note: Optional arguments are shown in square brackets.
NPV uses the order of value1, value2, ... to interpret the order of cash flows. Be sure to enter the
payment and income values in the correct sequence.

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Arguments that are empty cells, logical values, or text representations of numbers, error values, or
text that cannot be translated into numbers are ignored.
If an argument is an array or reference, only numbers in that array or reference are counted. Empty
cells, logical values, text, or error values in the array or reference are ignored.
Example:
A B
1 Data Description
2 10% Annual discount rate
3 -10,000 Initial cost of investment one year from
today
4 3,000 Return from first year
5 4,200 Return from second year
6 6,800 Return from third year
7 Formula Description (Result)
8 =NPV(A2, A3, A4, A5, A6) or NPV(A2, A3:A6) Net present value of this investment
(1,188.44)
Table 2.5.1: Example of NPV function
In the preceding example, we included the initial $10,000 cost as one of the values, because the
payment occurs at the end of the first period.
If the payment would have occurred at the beginning of the first period, the initial cost would not be
included as one of the values, and the formula would have been =NPV(A2, A4:A6) + A3. Supposing,
there is a loss of $9,000 in the fourth year, the formula would have been =NPV(A2, A4:A6, -9000) + A3.
B)FV: It returns the future value of an investment based on periodic, constant payments and a
constant interest rate. Its syntax is:
FV(rate, nper, pmt, [pv], [type])
Rate is the interest rate per period.
Nper is the total number of payment periods in an annuity.
Pmt is the payment made each period. If pmt is omitted, the user must include the pv argument.
Pv is the present value, or the lump-sum amount that a series of future payments is worth right now.
If pv is omitted, it is assumed to be 0(zero), and the user must include the pmt argument.
Type indicates when payments are due. It can take values 0 or 1. If type is omitted, it is assumed to
be 0.
Set type equal to If payments are due
0 At the end of the period
1 At the beginning of the period
Table 2.5.2: Value of type argument in FV function
For all the arguments, cash paid out, such as deposits to savings, is represented by negative numbers;
whereas cash received, such as dividend cheques, is represented by positive numbers.

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Example:
A B
1 Data Description
2 6% Annual interest rate
3 10 Number of payments
4 -200 Amount of the payment
5 -500 Present value
6 1 Payment is due at the beginning of the period
7 Formula Description (Result)
8 =FV(A2/12, A3, A4, A5, A6) Future value of this investment (2,581.40)
Table 2.5.3: Example of FV function
In the preceding example, the annual interest rate is divided by 12 because it is compounded monthly.
C) IRR: It returns the internal rate of return for a series of cash flows represented by the numbers
in values. These cash flows do not have to be even, as they would be for an annuity. However, the
cash flows must occur at regular intervals, such as monthly or annually. The internal rate of return
is the interest rate received for an investment consisting of payments (negative values) and income
(positive values) that occur at regular periods.
The syntax of IRR function is:
IRR(values, [guess])
Values is an array or a reference to cells that contain numbers for which the user wants to calculate
the internal rate of return.
 Values must contain at least one positive value and one negative value to calculate the internal
rate of return.
 IRR uses the order of values to interpret the order of cash flows. Be sure to enter the payment
and income values in the sequence required.
 If an array or reference argument contains text, logical values, or empty cells, those values are
ignored.
Guess is a number the user guesses to be close to the result of IRR.
 Microsoft Excel uses an iterative technique for calculating IRR. Starting with guess, IRR cycles
through the calculation until the result is accurate within 0.00001 percent. If IRR can’t find a
result that works after 20 tries, the #NUM! error value is returned.
 In most cases the user does not need to provide guess for the IRR calculation. If guess is omitted,
it is assumed to be 0.1 (10 percent).
 If IRR gives the #NUM! error value, or if the result is not close to what is expected, try again
with a different value for guess.

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Example:
A B
1 Data Description
2 -70,000 Initial cost of a business
3 12,000 Net income for the first year
4 15,000 Net income for the second year
5 18,000 Net income for the third year
6 21,000 Net income for the fourth year
7 26,000 Net income for the fifth year
8 Formula Description (Result)
9 =IRR(A2:A7) Investment’s internal rate of return after five years (9%)
10 =IRR(A2:A4, -10%) To calculate the internal rate of return after two years, include a
guess (-44%)
Table 2.5.4: Example of IRR function
D) PMT: It calculates the payment for a loan (installment) based on constant payments and a
constant interest rate. Its syntax is:
PMT (rate, nper, pv, [fv], [type])
Rate is the interest rate per period for the loan.
Nper is the total number of payments for the loan.
Pv is the present value, or the total amount that a series of future payments is worth now; also known
as the principal.
Fv is the future value, or a cash balance to be attained after the last payment is made, 0 (zero) if omitted.
Type (as in FV function) indicates when payments are due.
Example:
A B
1 Data Description
2 8% Annual interest rate
3 10 Number of months of payment
4 10,000 Amount of loan
5 Formula Description (Result)
6 =PMT(A2/12, A3, A4) Monthly payment for this loan (-1,037.03)
7 =PMT(A2/12, A3, A4, 0, 1) Monthly payment for this loan, except payments are due at
the beginning of the period (-1,030.16)
Table 2.5.5: Example of PMT function
E) SLN: It returns the straight-line depreciation of an asset for one period. Its syntax is:
SLN(cost, salvage, life)
Cost is the initial cost of the asset.
Salvage is the salvage value of the asset at the end of its life.
Life is the number of periods over which the asset is depreciated, also called the useful life of the asset.

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Example:
A B
1 Data Description
2 30,000 Cost
3 7,500 Salvage value
4 10 Years of useful life
5 Formula Description (Result)
6 =SLN(A2, A3, A4) The depreciation allowance for each year (2,250)
Table 2.5.6: Example of SLN function

2.6 MATHEMATICAL FUNCTIONS

Some of the major mathematical functions are as follows:
A) ABS: It returns the absolute value of a number, a number without its sign.
Syntax: ABS(number)
Number is the real number of which the user wants the absolute value.
Example:
Formula Description
=ABS(2) Absolute value of 2 (2)
=ABS(-4) Absolute value of -4 (4)
Table 2.6.1: Examples of ABS function
B) FACT: It returns the factorial of a number. The factorial of a number is equal to 1*2*3*...*number.
Syntax: FACT(number)
Number is the non-negative number for which the user wants the factorial. If the number is not an
integer, it is truncated.
Example:
Formula Description
=FACT(5) Factorial of 5, 1*2*3*4*5 (120)
=FACT(1.9) Factorial of the integer of 1.9 (1)
=FACT(0) Factorial of 0 (1)
=FACT(-1) Negative numbers cause an error value (#NUM!)
Table 2.6.2: Examples of FACT function
C) GCD: It returns the greatest common divisor of two or more integers.
Syntax: GCD(number1, [number2], ...)
Number1, number2, ... are 1 to 255 values. Number1 is required, subsequent numbers are optional.
If any value is not an integer, it is truncated.
The arguments should be non-negative and should be less than 2^53.

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Example:
Formula Description
=GCD(24, 36) Greatest common divisor of 24 and 36 (12)
=GCD(5, 0) Greatest common divisor of 5 and 0 (1)
Table 2.6.3: Examples of GCD function
D) INT: It rounds a number down to the nearest integer.
Syntax: INT(number)
Number is the real number the user wants to round down to an integer.
Example:
A B
1 Data
2 19.5
3 Formula Description (Result)
4 =INT(8.9) Rounds 8.9 down (8)
5 =INT(-8.9) Rounds -8.9 down (-9)
6 =A2 - INT(A2) Returns the decimal part of a positive real number in cell A2 (0.5)
Table 2.6.4: Examples of INT function
E) LN: It returns the natural logarithm of a number. Natural logarithms are based on the constant
e (2.71828182845904).
Syntax: LN(number)
Number is the positive real number for which the user wants the natural logarithm.
F) LOG: It returns the logarithm of a number to a specified base.
Syntax: LOG(number, [base])
Number is the positive real number for which the user wants the natural logarithm.
Base is the base of the logarithm, 10 if omitted.
G) MOD: It returns the remainder after number is divided by divisor. The result has the same sign
as divisor.
Syntax: MOD(number, divisor)
Number is the number for which the user wants to find the remainder.
Divisor is the number by which the user wants to divide the number.
If divisor is 0, MOD returns the #DIV/0! error value.
The MOD function can be expressed in terms of the INT function: MOD(n, d) = n – d*INT(n/d)

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Example:
Formula Description
=MOD(3, 2) Remainder of 3/2 (1)
=MOD(-3, 2) Remainder of -3 by 2. The sign is the same as divisor (1)
=MOD(3, -2) Remainder of 3 by -2. The sign is the same as divisor (-1)
=MOD(-3, -2) Remainder of -3 by -2. The sign is the same as divisor (-1)
Table 2.6.5: Examples of MOD function
H) MROUND: It returns a number rounded to the desired multiple.
Syntax: MROUND(number, multiple)
Number is the value to round.
Multiple is the multiple to which the user wants to round the number.
MROUND rounds up, away from zero, if the remainder of dividing number by multiple is greater
than or equal to half the value of multiple.
Example:
Formula Description
=MROUND(10, 3) Rounds 10 to a nearest multiple of 3 (9)
=MROUND(-10, -3) Rounds -10 to a nearest multiple of -3 (-9)
=MROUND(1.3, 0.2) Rounds 1.3 to a nearest multiple of 0.2 (1.4)
=MROUND(5, -2) Returns an error, because 5 and -2 have different signs (#NUM!)
Table 2.6.6: Examples of MROUND function
I) POWER: It returns the result of a number raised to a power.
Syntax: POWER(number, power)
Number is the base number. It can be any real number.
Power is the exponent to which the base number is raised.
J) RAND: It returns an evenly distributed random real number greater than or equal to 0 and less
than 1. A new random real number is returned every time the worksheet is calculated.
Syntax: RAND()
K) RANDBETWEEN: It returns a random integer number between the numbers specified. A new
random integer number is returned every time the worksheet is calculated.
Syntax: RANDBETWEEN(bottom, top)
Bottom is the smallest integer RANDBETWEEN will return.
Top is the largest integer RANDBETWEEN will return.
L) ROUND: It rounds a number to a specified number of digits.
Syntax: ROUND(number, num_digits)
Number is the number the user wants to round.
Num_digits specifies the number of digits towhich the user wants to round the number.

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If num_digits is greater than 0 (zero), the number is rounded to the specified number of decimal
places.
If num_digits is 0, the number is rounded to nearest integer.
If num_digits is less than 0, then number is rounded to the left of the decimal point.
Example:
Formula Description
=ROUND(2.15, 1) Rounds 2.15 to one decimal place (2.2)
=ROUND(2.149, 1) Rounds 2.149 to one decimal place (2.1)
=ROUND(-1.475, 2) Rounds -1.475 to two decimal places (-1.48)
=ROUND(21.5, -1) Rounds 21.5 to one decimal place to the left of the decimal point (20)
Table 2.6.7: Examples of ROUND function
M) SIGN: It determines the sign of a number. Returns 1 if the number is positive, zero (0) if the
number is 0, and -1 if the number is negative.
Syntax: SIGN(number)
Number is any real number.
N) SQRT: It returns a positive square root.
Syntax: SQRT(number)
Number is the non-negative number for which the user wants the square root.
O) SUBTOTAL: It returns a subtotal in a list or database. It is generally easier to create a list with
subtotals by using the Subtotal command in the Outline group on the Data Tab in Excel. Once the
subtotal list is created, the user can modify it by editing the SUBTOTAL function.
Syntax: SUBTOTAL(function_num, ref1, [ref2], …)
Function_num is the number 1 to 11 (includes hidden values) or 101 to 111 (ignores hidden values)
that specifies which function to use in calculating subtotals within a list.
Function_num Function_num Function
(includes hidden values) (ignores hidden values)
1 101 AVERAGE
2 102 COUNT
3 103 COUNTA
4 104 MAX
5 105 MIN
6 106 PRODUCT
7 107 STDEV
8 108 STDEVP
9 109 SUM
10 110 VAR
11 111 VARP
Table 2.6.8: Function number in SUBTOTAL function
Ref1 is the first named range or reference for which the user wants the subtotal.

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Ref2, … are 2 to 254 named ranges or references for which the user wants the subtotal.
Example:
A B
1 Data
2 120
3 10
4 150
5 23
6 Formula Description (Result)
7 =SUBTOTAL(9, A2:A5) Subtotal of the range using the SUM function (303)
8 =SUBTOTAL(1, A2:A5) Subtotal of the range using the AVERAGE function (75.75)
Table 2.6.9: Examples of SUBTOTAL function
P) SUMIF: It adds the cells specified by a given condition or criteria.
Syntax: SUMIF(range, criteria, [sum_range])
Range is the range of cells the user wants to be evaluated by the criteria.
Criteria is the criteria in the form of a number, expression, a cell reference, text, or a function that
defines which cells will be added. For example, criteria can be expressed as 32, “32”, “>32”, “apples”.
Sum_range are the actual cells to add, if the user wants to add cells other than those specified in the
range argument. If the sum_range argument is omitted, Excel adds the cells specified in the range
argument.
Example:
A B
1 Property Value Commission Data
2 1,00,000 7,000 2,50,000
3 2,00,000 14,000
4 3,00,000 21,000
5 4,00,000 28,000
6 Formula Description (Result) Result
7 =SUMIF(A2:A5, “>160000”) Sum of the property values over 1,60,000 9,00,000
8 =SUMIF(A2:A5, 300000, B2:B5) Sum of the commissions for property 21,000
values equal to 3,00,000
9 =SUMIF(A2:A5, “>” & C2, B2:B5) Sum of the commissions for property 49,000
values greater than the value in C2
Table 2.6.10: Examples of SUMIF function

2.7 STATISTICAL FUNCTIONS

Some of the major statistical functions are:
A) AVEDEV: It returns the average of the absolute deviations of data points from their mean.
AVEDEV is a measure of the variability in a data set.
Syntax: AVEDEV(number1, [number2],...)

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Number1, number2, ... are 1 to 255 arguments for which the user wants the average of the
absolute deviations. Number1 is required, subsequent numbers are optional. The user can also
use a single array or a reference to an array instead of arguments separated by commas.
B) AVERAGE: Returns the average (arithmetic mean) of the arguments.
Syntax: AVERAGE(number1, [number2],...)
Number 1, number 2, … are 1 to 255 numeric arguments for which the user wants the average.
The arguments can be numbers or names, arrays, or references that contain numbers.
C) COUNT: Counts the number of cells that contain numbers and also numbers within the list of
arguments. Use COUNT to get the number of entries in a number field that is in a range or array
of numbers.
Syntax: COUNT(value1, [value2],...)
Value 1, value 2, … are 1 to 255 arguments that can contain or refer to a variety of different types
of data, but only numbers are counted.
D) COUNTIF: It counts the number of cells within a range that meet the given criteria.
Syntax: COUNTIF(range, criteria)
Range is the range of cells from which the user wants to count nonblank cells.
Criteria is the condition in the form of a number, expression, or text that defines which cells will
be counted. For example, criteria can be expressed as 32, “32”, “>32”, “apples”.
E) COVARIANCE.P : Returns population covariance, the average of the products of deviations
for each data point pair in two data sets. Use covariance to determine the relationship between
two data sets. For example, the user can examine whether greater income accompanies greater
levels of education.
Syntax: COVARIANCE. P (array1, array2)
F) FORECAST: Calculates, or predicts, a future value by using existing values. The predicted
value is a y-value for a given x-value. The known values are existing x-values and y-values, and
the new value is predicted by using linear regression. The user can use this function to predict
future sales, inventory requirements, or consumer trends.
G) FREQUENCY: Calculates how often values occur within a range of values, and then returns a
vertical array of numbers. For example, use FREQUENCY to count the number of test scores
that fall within ranges of scores. Because FREQUENCY returns an array, it must be entered as
an array formula.
H) LARGE: Returns the k-th largest value in a data set. It can be used to select a value based on its
relative standing.
I) MAX: Returns the largest value in a set of values.
J) MAXA: Returns the largest value in a list of arguments, including numbers, text and logical
values.
K) MEDIAN: Returns the median of the given numbers. The median is the number in the middle
of a set of numbers; that is, half the numbers have values that are greater than the median, and
half have values that are less.
L) MIN: Returns the smallest number in a set of values.
M) MINA: Returns the smallest value in a list of arguments, including numbers, text and logical
values.
N) MODE.SNGL: Returns the most frequently occurring, or repetitive, value in an array or range
of data.

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O) PERMUT: Returns the number of permutations for a given number of objects.
P) PROB: Returns the probability that values in a range are between two limits. If upper limit is
not supplied, returns the probability that values in the range are equal to lower limit.
Q) SMALL: Returns the k-th smallest value in a data set. It can be used to return values with a
particular relative standing in a data set.
R) STDEVA : Estimates standard deviation based on a sample, including numbers, text and logical
values.
S) STDEV.S : Estimates standard deviation based on a sample (ignores logical values and text in
the sample). The standard deviation is a measure of how widely values are dispersed from the
average value (the mean).
T) VARA : Estimates variance based on a sample, including numbers, text and logical values.
U) VAR.S : Estimates variance based on a sample (ignores logical values and text in the sample).

2.8 FORMULA ERROR MESSAGES

If a formula is incorrectly entered in an Excel worksheet, an error message is displayed. Below is a
list of formula error messages and their meanings.
Error Message Description
#DIV/0! The formula tries to divide by zero or the divisor is a reference to a blank cell,
which Excel considers to be zero value.
#NULL! Two or more cell references are not separated correctly in a formula,
e.g., SUM(A1 A2) instead of SUM(A1,A2).
#NAME? The formula contains text that Excel doesn’t recognize, such as an unknown
function or range name, e.g., summ instead of sum.
#VALUE! The formula has the wrong type of argument (such as text where a TRUE or
FALSE value is required), or the formula contains wrong type of operator.
##### The column is not wide enough to display the results of the calculation; or there
is a negative number in the cell that has been formatted for dates or times.
#REF! The formula refers to a cell that doesn’t exist, such as a cell that was deleted.
#N/A A value is not available to a function or formula.
#NUM! A formula or function contains invalid numeric values.
Table 2.8.1: Formula error messages with their description
Avoid error displays in formulas: Sometimes a formula may return an error message. Usually, the
user may want to know when a formula error occurs. But now and then, the user may prefer to avoid
the messages. The user can do so by using an IF() function to check for an error.
For example, the formula below displays a blank if the division results in an error.
=IF(ISERROR(A1/B1), “”,A1/B1)
The user can adapt this technique to any operation. The original formula serves as the argument for
the ISERROR() function, and it repeats as the last argument of the IF() function, like this,
= IF(ISERROR(OriginalFormula),””,OriginalFormula)

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2.9 FORMULA AUDITING
The process of examining a worksheet for errors in formulas is referred to as auditing.
Finding and Correcting Errors in Calculations: Including calculations in a worksheet gives the
user valuable answers to questions about data. As is always true, however, it is possible for errors to
creep into the formulas. Excel makes it easy to find the source of errors in the formulas by identifying
the cells used in a given calculation and describing any errors that have occurred. Excel identifies
errors in several ways. The first way is to fill the cell holding the formula generating the error with
an error code.
If background error checking is enabled, a green triangular error indicator appears in the upper-
left corner of the cell when a cell contains an error and an alert options button appears to the left of
the cell when the cell is made active. If the mouse pointer is positioned on the alert options button,
a ScreenTip appears describing the nature of the error. Also, the user can click the button’s down
arrow to display a menu with options that provide information about the error and offer to help
the user fix it.

Fig. 2.9.1: Alert options menu

To enable background error checking: Click the Options button on the File Tab, and then click Formulas.
In the Error Checking section, select the Enable background error checking check box.
Another technique the user can use to find the source of formula errors is to ensure that the
appropriate cells are providing values for the formula. For example, user can calculate the total sales
for a product category but accidentally creates a formula referring to the products’ names, not their
prices. User can identify this kind of error by having Excel trace a cell’s precedents, which are the
cells with values used in the active cell’s formula. Excel identifies a cell’s precedents by drawing a
blue tracer arrow from the precedent to the active cell.
2.9.1 Correct common formula errors one at a time
1. Select the worksheet to check for errors.
2. If the worksheet is manually calculated, press F9 to recalculate now.
3. Click the Error Checking button in the Formula Auditing group of the Formulas Tab. This will
display the Error Checking dialog box.

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Fig. 2.9.2: Locating errors in the worksheet

4. Mark common formula errors on the worksheet and correct them there.
5. Click Show Calculation Steps to open the Evaluate Formula dialog box which will show each
successive step of the calculation after the user clicks on the Evaluate button. (The Evaluate
Formula dialog box can also be opened by selecting the cell containing the error and clicking
on Evaluate Formula button in the Formula Auditing group of the Formulas Tab.)

Fig. 2.9.3: Debugging a formula

2.9.2 Add cells to the Watch Window
1. Select the cells to watch.
2. On the Formulas Tab, in the Formula Auditing group, click Watch Window. The Watch Window
dialog box gets displayed.

Fig. 2.9.4: Watch Window dialog box

3. Click Add Watch.

Fig. 2.9.5: Adding cells to the Watch Window

4. Click Add.
5. Repeat steps 3 and 4 to add as many cells as the user wants to check.
5. Move the Watch Window to the top, bottom, left, or right side of the window, where it doesn’t
cover the worksheet.

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6. To display the cell that an entry in Watch Window refers to, double-click the entry. This way
the user can track the cells that are to be checked, without having to switch to the sheet where
the formula is to check its result.
2.9.3 Display the relationships between formulas and cells
To assist in checking the formulas, use the Trace Precedents and Trace Dependents commands to
graphically display, or trace the relationships between the cells and formulas with tracer arrows.
1. On the File Tab, click Options, and then click Advanced.
2. In the Display options for this workbook section, select the workbook user wants, and then
check that All is selected under For objects, show heading.
3. If formula references cells in another workbook, open that workbook. Microsoft Excel cannot
go to a cell in a workbook that is not open.
4. Do one of the following.
A) Trace cells that provide data to a formula (precedents)
1. Select the cell that contains the formula for which the user wants to find the precedent cells.
2. To display a tracer arrow to each cell that directly provides data to the active cell: On the Formulas
Tab, in the Formula Auditing group, click Trace Precedents.
Blue arrows show cells with no errors. Red arrows show cells that cause errors. If selected
cell is referenced by a cell on another worksheet or workbook, a black arrow points from the
selected cell to a worksheet icon. The other workbook must be open before Excel can trace these
dependencies.
3. To identify the next level of cells that provide data to the active cell, click Trace Precedents again.
4. To remove tracer arrows one level at a time, starting with the precedent cell farthest away from
the active cell, on the Formulas Tab, in the Formula Auditing group, click the arrow next to
Remove Arrows, and then click Remove Precedent Arrows. To remove another level of tracer
arrows, click the button again.
B) Trace formula that reference a particular cell (dependents)
1. Select the cell to identify the dependent cells.
2. To display a tracer arrow to each cell that is dependent on the active cell, on the Formulas Tab,
in the Formula Auditing group, click Trace Dependents.
3. To identify the next level of cells that depend on the active cell, dick Trace Dependents again.
4. To remove tracer arrows one level at a time, starting with the dependent cell farthest away from
the active cell, on the Formulas Tab, in the Formula Auditing group, click the arrow next to
Remove Arrows, and then click Remove Dependent Arrows. To remove another level of tracer
arrows, click the button again.
C) To see all the relationships on a worksheet
1. In an empty cell, type = (equal sign).

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2. Click the Select All button.
Select All button

3. Select the cell, and on the Formulas Tab, in the Formula Auditing group, click Trace Precedents
twice.
4. To remove all tracer arrows, on the Formulas Tab, in the Formula Auditing group, click Remove
Arrows.

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C
H WORKING WITH
Working with Worksheets, Charts, Macros and Hyperlinks
A
P WORKSHEETS, CHARTS,
T
E MACROS AND HYPERLINKS
R

LEARNING OBJECTIVES
 To learn formatting and restructuring of worksheets
 To learn creating and using charts
 To work with sparklines
To understand the concept of macros

To create and run macros

To create hyperlinks

To open non-Excel files in Excel

3.1 FORMATTING WORKSHEET

MS-Excel provides several features to format the text data and numeric data for better representation
of the worksheet data. Formatting adds interest and readability to documents. You can format
documents in Excel 2010 with any of these three methods:
3.1.1 Formatting commands
Format text and individual characters: To make text stand out, change the font, borders, fill, numeric
formatting, column widths and row heights. The usual formatting icons are available in the Home
Tab as well as in the Format Cells dialog box.To format the text in a cell or the selected characters,
click a button on the Home Tab. (See Fig. 3.1.1)

Fig. 3.1.1: Home Tab

3.1.2 Cell styles
Styles of a cell to identify titles, headings and accent cells by applying new themes to change the
look and feel of a document. To distinguish between different types of information in a worksheet,
apply borders to cells, shade cells with a background color or shade cells with a color pattern.
3.1.3 Table styles
The fundamental use of Excel being for analyzing two-dimensional tables of data; a worksheet
contains headings at the top and then rows of data. The Format as Table style helps in creating tables
with banded rows, border colors, patterns, intonations for totals and so on.

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3.2 FORMATTING WORKSHEET-FORMATTING COMMANDS
The formatted report in Fig. 3.2.2 is more interesting and at ease to read than the unformatted one
in Fig. 3.2.1 for the following reasons:
 The reader can instantly focus on the totals for each line.
 Headings are aligned with the data.
 Borders break the data into sections.
 Accent colors highlight the subtotals and totals.
 The title is prominent, in a larger font and a headline typeface is used.
 Numeric formatting has removed the extra decimal places and added thousands separators.
 The column widths are adjusted properly.
 A short row adds a visual break between the product lines.
 Headings for each product line are rotated, merged and centered.

Fig. 3.2.1: Unformatted Report

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Fig. 3.2.2: Formatted Report

Formatting is normally carried out in the Format Cells dialog box or using the formatting icons
located on the Home Tab. Most icons from the Formatting toolbar are in the Font, Alignment and
Number groups on the Home Tab (see Fig. 3.2.3).

Fig. 3.2.3: Formatting toolbar

The four ways to access the Format Cells dialog box, which provides access to additional settings,
such as Shrink to fit, Strikethrough and more border settings, are:
 Press Ctrl+1, which is Ctrl and the number 1 or press Ctrl+Shift+F to display the Font tab on
the same dialog box.
 Click the dialog box launcher icons in the lower-right corner of the Font, Alignment or Number

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groups on the Home Tab.
 Right-click any cell and select Format Cells.
 Select Format Cells from the Format drop-down list in the Cells group on the Home Tab.
As shown in Fig. 3.2.4, the Format Cells dialog box includes the following six tabs:
 Number— Gives absolute control over numeric formatting. We can choose from 96,885 built-in
formats or use the Custom category to create our own.
 Alignment— Offers settings for horizontal alignment, vertical alignment, rotation, wrap, merge
and shrinking to fit.
 Font— Controls font, size, style, underline, color, strikethrough, superscript and subscript.
 Border— Controls line style and color for each of the four borders and the diagonals on each
cell.
 Fill— Offers 16 million fill colors and patterns. Cell gradients are also available.
 Protection— Used to lock or unlock certain cells.

Fig. 3.2.4: Format Cells Dialog Box

3.2.1 Numeric Formatting
For changing Numeric Formats by using the Home Tab, there are three icons- currency, percentage
and comma style. Fig. 3.2.5 shows the Currency, Percentage, Comma, Increase Decimal and
Decrease Decimal buttons in the Number group of the Home Tab.The General drop-down menu
in the Number group has commonly used number styles (see Fig. 3.2.6), the range A2:F12 shows

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these styles applied to four different numbers.
By applying different number formats, user can change the appearance of numbers without changing
the number. A number format does not affect the actual cell value that Microsoft Excel uses to
perform calculations. The actual value is displayed in the Formula Bar. Fig. 3.2.6 is a summary of
the number formats that are available on the Home Tab in the Number group. To see all available
number formats, click the Dialog Box Launcher button in the Number group.

Fig. 3.2.5: Number Formats

Fig. 3.2.6: Number Format Styles

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3.3 CELL STYLES
3.3.1 Aligning Cells
Worksheets look best when the headings above a column are aligned with the data in the column.
Excel’s default behavior is to left-align text and right-align values and dates. Alignment refers to
the position of cell contents within a cell. In most cases, the user can apply any of the alignment
options to cells that contain text, values or the results of formulas. The alignment options are in
the Alignment tab of the Format Cells dialog box and some of the options are also represented by
buttons in the Alignment group of Home Tab.

Fig. 3.3.1: Aligning Text - Cells

To access the alignment options, select the cells to format and then select any of the alignment
command from the Alignment group on the Home Tab. Alternatively, right-click on the cells the
user wants to format and choose the Format Cells command from the shortcut menu that appears.
Both methods open the Format Cells dialog box. Click on the Alignment tab to display it. (See
Fig. 3.3.2). The Alignment tab of the Format Cells dialog box offers additional alignment choices
such as justified and distributed.
 Align Left – Aligns cell contents along the left edge of the cell
 Align Right – Aligns cell contents along the right edge of the cell
 Center – Centers the cell contents within the cell
 Top Align – Aligns text to the top of the cell
 Middle Align – Aligns text so that it is centered between the top and bottom of the cell
 Bottom Align – Aligns text to the bottom of the cell
 Orientation – Allows the user to rotate text
 Decrease Indent – Decreases the margin between the border and the text in the cell
 Increase Indent – Increases the margin between the border and the text in the cell
 Wrap Text – Wraps the text within a cell so it does not cross adjoining cells or get cut off

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Fig. 3.3.2: Alignment Tab in the Format Cells dialog box

3.3.2 Formatting Font
There are three icons in the Font group on the Home Tab for changing font size:
 The Increase Font Size (A^) icon increases the font size of the selected cells to the next larger
setting.
 The Decrease Font Size (Av) icon decreases the font size of the selected cells to the next smaller
setting.
 The Font Size drop-down offers a complete list of font sizes. The user can hover over any font
size to see the Live Preview of that size in the selected cells of the worksheet.
 By using the Font tab of the Format Cells dialog box, the user can also apply Strikethrough,
Superscript and Subscript effects (see Fig. 3.3.4).

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Fig. 3.3.3: Font group on the Home Tab

Fig. 3.3.4: Format Cells-Font Tab

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3.3.3 Borders and Fill Patterns
There are many unique combinations of borders for any four-cell range. The Borders drop-down
in the Font group on the Home Tab offers commonly used border options plus five border tools.
The border drawing tools is the fastest way to create anything other than basic borders. The Draw
Border Grid option in the drop-down list will draw a border around each individual cell in a range.
The Font group on the Home Tab offers a paint bucket drop-down and an 'A' icon drop-down. The
paint bucket is a color chooser for the background fill of the cell.

Fig. 3.3.5: Border-Fill Patterns-Font Color

3.3.4 Adjusting Column Widths and Row Heights
The width of every column in a worksheet can be adjusted to reduce wasted space and allow a
report to fit on one page. To adjust Column width or Row height, use one of the following methods:
 Click the border between the column headings and drag to the left to make the column narrow
and to the right to make the column wide. A ToolTip appears, showing the width in points and
pixels.
 Double-click the border between column headings to adjust the column to fit the widest value
in the column.
 Select many columns and drag the border for one column, the width for all columns is adjusted.
 Select many columns and double-click one of the borders between column letters, all the columns
adjust to fit their widest value.
 Using the ribbon select one or more columns. From the Cells group on the Home Tab, select
Format, Column Width. Then enter a width in characters and click OK.

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Fig. 3.3.6: Widening a Column

3.4 COPYING FORMATS

We usually find similar sections of data in an Excel worksheet, hence after a user spends time to
format the first section it would save time and effort to be able to copy the formats from one section
to another section. This can be achieved in one of the following two methods, pasting formats and
using the Format Painter icon.
Pasting Formats
An option on the Paste Options menu allows the user to paste only the formats from the Clipboard.
The rules for copying and pasting formats are as follows:
 If the selection is one cell, the user can paste the formats to as many cells as he wants.
 If the selection is one row tall and multiple cells wide, the user can paste the formats to multiple
rows and the final paste area will be as wide as the original copied range.
 If the selection is one column wide and multiple cells tall, the user can paste the formats to
multiple columns and the final paste area will be as tall as the original copied range.
The steps to copy formats are:
1. Select a formatted section of a report. The selection can be one cell, one row of cells or a rectangular
range of cells.
2. Press Ctrl+C to copy the selected section to the Clipboard.
3. Select an unformatted section of the worksheet. If the selection in step 1 is a rectangular range,
then select just the top-left cell of the destination range.
4. Press Ctrl+V to paste. Press Ctrl again to open the Paste Options menu, as shown in Fig. 3.4.1.
Press R to paste only the formats. The formats from the original selection are copied to the new
range. Although the amounts initially changed after pressing Ctrl+C, the original amounts are
restored after pressing R.
5. If the copy is to be made into multiple target destinations to format, repeat step 4 as needed.
But while using the Paste Formats method it does not change column widths. To copy column
widths without pasting values, on the Home Tab, click the Paste drop-down and then select
Paste Special, Column widths, OK, as shown in Fig. 3.4.2.

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Fig. 3.4.1: Paste Options menu

Fig. 3.4.2: Paste Special dialog box

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Using the Format Painter
The Format Painter icon appears in the Clipboard group on the Home Tab. To copy a format from
a source range to a destination range, follow these steps:
1. Select the source range. To copy column widths, the source range must include complete
columns.
2. Click the Format Painter icon once in the Clipboard group on the Home Tab. The mouse icon
changes to a plus and a paintbrush.
3. Use the mouse to click and drag to select a destination range. If the source range was five columns
wide, the destination range should also be five columns wide.
4. To copy a format to many different ranges; after selecting the source range, double-click the
Format Painter icon.When done with formatting the ranges, press Esc or single-click the Format
Painter icon to turn off the feature.

3.5 CONDITIONAL FORMATTING

Conditional Formatting icon in the Styles group on the Home Tab helps in easy to use data
visualization.To apply conditional formatting in Excel 2010, select the cells the user want to
analyse and then click Home Tab > Styles > Conditional Formatting. The possibilities in data
visualizations are:
3.5.1 Highlight Cells Rules
When the user chooses this option he can highlight data that:
 is greater than a value
 is less than a value
 is between a high and low value
 is equal to a value
 contains a value
 is a date that occurs in a particular range
 is either unique or duplicated elsewhere in the worksheet
3.5.2 Top/Bottom Rules
Whereas the Highlight Cells Rules (above) involve comparison of cell data with values that the
user specifies, Top/Bottom Rules apply formatting to cells whose values fall in the top x% or the
bottom y% etc. The actual options here are:
 top 10
 top 10%
 bottom 10
 bottom 10%
 above average
 below average

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3.5.3 Data Bars, Color Scales, Icon Sets
Data bars, color scales and icon sets all provide a colourful, graphical way to provide a visual
representation of how the data in each cell compares to the other cells in the worksheet.
 Adding color, bold, italic, patterns (Color Scales) to cells based on the cell values. (see Fig. 3.5.1)
 Adding data bars (Gradient Fill) to cells based on the cell value. The old conditional formatting
applies one color if a value exceeds a certain amount; a color scale applies a range from a gradient
based on how high the value is. (see Fig. 3.5.2)
 Adding icon sets (Shapes, Directions) to cells based on the cell value. (see Fig. 3.5.3)
 To identify cells those are above average, the top or bottom n% of cells, duplicate values etc.

Fig. 3.5.1: Manage Rules-Color Scales

Fig. 3.5.2: Data Bars-Gradient Fill

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Fig. 3.5.3: Icon Sets

3.6.1 Excel Tables
A table is a range of cells that hold data, with each row corresponding to a single occurrence of an
entity or one record of data. For example, each row might describe an invoice, a customer or an
inventory item. Each column in the table creates another field for each row. Fields might include
invoice number, customer name and total sales. A table usually includes headings in the first row.
The methods to define a table in Excel 2010 are:
 Choose a cell in the data set and then select Table option in the Tables group on the Insert Tab.
 Select a cell in the data set and then select Home, Styles, Format as Table option in the Styles
group on the Home Tab. Choose a style and then press OK.
 Select a cell in the data set and press Ctrl+T.
 Select a cell in the data set and press Ctrl+L.
The Format as Table icon of the Styles group in the Home Tab provides a predefined table format
to a selected cell range. This feature displays an extensive Table gallery with formatting thumbnails
divided into three sections — Light, Medium and Dark — each of which describes the intensity of the
colors used by the various formats.The simple range in Fig. 3.6.1 makes a suitable table because each
row in this range is a record and each column is a field. The Fig. 3.6.2 shows the table with banded
rows and columns where the range has been formatted using one of the Format as Table styles.

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Fig. 3.6.1: Range of cells

Fig. 3.6.2: A table style applied to the range of cells

3.7 RESTRUCTURING WORKSHEETS

The worksheet in MS Excel can be restructured by freezing panes, splitting panes to help the user
navigate in large worksheets.
3.7.1 Freeze Panes
The Freeze Panes command freezes portions of a worksheet, typically column and row headings,
so that we can view distant parts of the worksheet while the headings remain in place. Follow these
steps to freeze panes in a worksheet:
 Position the cell on the column or the row from where to freeze the panes.
 Columns: Select the column to the right of the columns that is to be frozen. For example, click
any cell in column B to freeze column A.
 Rows: Select the row below the rows is to be frozen. For example, click any cell in row 4 to freeze
rows 1, 2 and 3.
 Columns and rows: Click the cell below the rows and to the right of the columns to be frozen
— essentially, the first cell that should not be frozen. For example, click cell B2 to freeze both
column A and row 1.
Freeze Panes option is available in the Window group on the View Tab.

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Fig. 3.7.1: Freeze Panes

3.7.2 Splitting Panes
Splitting Panes is another feature that can help handle a large worksheet. By using the Split Panes
feature located in the Window group on the View Tab, different areas of the worksheet can be
viewed simultaneously. Split any sheet in a workbook horizontally, vertically or both vertically and
horizontally into separate panes and scroll the worksheet in each pane so that the user can easily
compare data from two separate worksheet locations. The user can make the panes in a workbook
window disappear by double-clicking anywhere on the split bar that divides the window.
To split a worksheet into two (upper and lower) horizontal panes, we can drag the split bar — located
right above the scroll arrow at the very top of the vertical scroll bar — down until the window divides
as we want it. Use the following steps:
 Click the vertical split bar and hold down the mouse button.
 The mouse pointer changes to a double-headed arrow with a split in its middle (like the one
used to display hidden rows).
 Drag downward until we reach the row at which we want the worksheet window divided.
 A gray dividing line appears in the worksheet window as we drag down, indicating where the
window will be split.
 Release the mouse button.
 Excel divides the window into horizontal panes at the pointer's location and adds a vertical
scroll bar to the new pane.

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Fig. 3.7.2: Horizontal Splitting Pane

3.8 EXCEL CHARTS

Charts are graphical representations of worksheet data.User can use charts to present complicated
data to people who want to interpret the data quickly.When user creates a chart, user can either
embed it in a worksheet or create a new chart sheet in the workbook. If the chart is in a separate
sheet, user can set it up with its own printing options, such as wide carriage or in color.
3.8.1 Components of a Chart
A chart graphically represents numerical data. Every chart is based on a data range of a worksheet
in Excel. This range is called the Source Data. A simple chart has one series of data that includes the
following components:
 Series Name: This is one cell that contains the name of the series. An example might be a cell
with the value “East Region.”
 Series Values: This is a row or column of cells that contain the individual sales for each time
period.
 Category Labels: This is a row or column of cells that contain the name for each time period.
The Category Labels typically have the same size and shape as the Series Values.
 Chart area: Everything inside the chart window, including all parts of the chart (labels, axes,
data markers, tick marks and other elements listed here).
 Data marker: A symbol on the chart that represents a single value in the worksheet. A data
marker (or data point) may be a bar in a bar chart, a pie in a pie chart or a line on a line chart.
Data markers with the same shape or pattern represent a single data series in the chart.

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 Data series: A group of related values, such as all the values in a single row in the chart. A chart
can have just one data series (shown in a single bar or line), but it usually has several.
 Axis: A line that serves as a major reference for plotting data in a chart. In two-dimensional
charts there are two axes — the x-axis (horizontal/category) and the y-axis (vertical/value). In
most two-dimensional charts (except bar charts), Excel plots categories (labels) along the x-axis
and values (numbers) along the y-axis. Bar charts reverse the scheme, plotting values along the
x-axis. Pie charts have no axes. Three-dimensional charts have an x-axis, a y-axis and a z-axis.
The x- and y-axes delineate the horizontal surface of the chart. The z-axis is the vertical axis,
showing the depth of the third dimension in the chart.
 Tick mark: A small line intersecting an axis. A tick mark indicates a category, scale or chart data
series. A tick mark can have a label attached.
 Plot area: The area where Excel plots the data, including the axes and all markers that represent
data points.
 Gridlines: Optional lines extending from the tick marks across the plot area, thus making it
easier to view the data values represented by the tick marks.
 Chart text: A label or title that we add to the chart. Attached text is a title or label linked to an
axis such as the Chart Title, Vertical Axis Title and Horizontal Axis Title that we can't move
independently of the chart. Unattached text is text that we add with the Text Box command
button in the Text group on the Insert Tab of the Ribbon.
 Legend: A key that identifies patterns, colors or symbols associated with the markers of a chart
data series. The legend shows the data series name corresponding to each data marker (such as
the name of a column in the column chart).

Fig. 3.8.1: Components of a Chart

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3.8.2 Inserting a Chart by Choosing a Chart Type
There are 73 basic chart types from seven drop-down icons on the Insert Tab as shown in Fig. 3.8.2.
The first six of these drop-downs hold the most popular charting types. The following seven drop-
downs are available in the Charts group on the Insert Tab.

Fig. 3.8.2: Types of Charts

 Column: It includes 2-D Column, 3-D Column, Cylinder, Cone and Pyramid chart types. All
column chart types feature markers that relate the vertical height to size.
 Line: It includes 2-D Line and 3-D Line chart types.
 Pie: It includes 2-D Pie and 3-D Pie chart types. A pie chart is suitable for a data set that has only
one series of information.
 Bar: It includes 2-D Bar, 3-D Bar, Cylinder, Cone and Pyramid chart types. All bar chart types
feature markers that relate the horizontal width to size.
 Area: It includes 2-D Area and 3-D Area chart types. Area charts are similar to line charts except
that the area underneath the line is filled with color.
 Scatter: It is used to plot data on x and y axes.
 Other Charts: The Stock, Surface, Doughnut, Bubble and Radar charts.
3.8.3 Creating Charts
At the bottom of each charting drop-down is the link All Chart Types. After a chart is created, the
user can either click All Chart Types or select Chart Tools, Design, Type, Change Chart Type.

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Clicking either button leads to the Change Chart Type dialog box (see Fig. 3.8.3). In the Change
Chart Type dialog box, the Column, Line, Bar and Area charts have multiple groups that repeat
these three or four chart styles. For the most part, the various groups switch between rectangles,
cubes, cylinders, cones, pyramids, lines showing markers and lines without markers. The following
are the three basic patterns:
 Clustered: In a clustered chart, bars from each series are plotted side-by-side. This type of chart
allows the user to compare each element to the next. A clustered chart is shown in the lower-left
corner of Fig. 3.8.4.
 Stacked: In a stacked chart, bars from each series are plotted on top of each other. With this type
of chart, it is very easy to tell if the total of all series is increasing or decreasing, but it is difficult
to tell if a particular series (other than the first series) increases from month to month. A stacked
chart is shown in the upper-right corner of Fig. 3.8.4.

Fig. 3.8.3: Change Chart Type dialog box

Fig. 3.8.4: Clustered, stacked and 100% stacked

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 100% Stacked: In a 100% stacked chart, bars from each series are plotted on top of each other
and all bars are scaled to have a height of 100%. This chart type helps to tell which data points
make up the largest percentage of each bar. A 100% stacked chart appears in the lower right
corner of Fig. 4.8.4.
 3-D chart types: Here the markers for each series are placed in front of each other. The 3-D
column type of chart is shown in the upper-right corner of Fig. 3.8.5.

Fig. 3.8.5: 3-D Chart Types

3.8.4 Chart Layout - Customize the Chart Type
The first decision in creating a chart is to choose a chart type and the next decision is to choose a
chart layout. The Chart Layouts gallery is on the Design Tab in Excel 2010. The most commonly
used 4 to 12 combinations are found in the Chart Layouts gallery on the Design Tab in Excel 2010.
There are 12 layouts available for line charts and 11 layouts for column charts as shown in Fig.
3.8.6. To customize the colors on a chart, from the Design Tab open the Chart Styles gallery. There
are 48 styles in this gallery, as shown in Fig. 3.8.6. The colors and effects in this gallery will change
depending on the Theme chosen on the Page Layout Tab.

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Fig. 3.8.6: Chart Layouts

3.8.5 Moving or Resizing a Chart
Move a chart by clicking the border of the chart and dragging to a new location. To identify the
exact location in a chart to move or resize hover the mouse above the chart and wait for a ToolTip
to appear. If the ToolTip reads Chart Area, then the user can click and drag the entire chart.There
are many spots inside of a chart that show a four-headed arrow on mouse hover over them to do
any one of the following:
 Move the plot area within the chart area
 Move the legend within the chart area
 Move the chart area within the chart container
To move a chart to a new location, click inside a whitespace somewhere outside the plot area. For
example, click the whitespace between the axis values or the whitespace above the legend.

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Fig. 3.8.7: Chart Moving –Resizing

3.8.6 Changing Chart Settings Using the Layout Tab
In the Design Tab, the user selected a built-in chart layout to create a certain combination of titles,
legend, data labels, data table, axes, gridlines and background. By using the Layout Tab, the user
can customize the settings for those elements.The Layout Tab offers easy-to-find drop-downs to
control the major elements of a chart. There are drop-down options for the 11 major elements of a
chart such as the Chart Title, Legend and Data Labels. Fig. 3.8.8 shows the Layout Tab.

Fig. 3.8.8: Chart Tools –Layout Tab

3.8.7 Using the Format Tab
The Chart Tools-Format Tab in Excel 2010 contains command buttons that make it easy to format
particular chart elements. The methods to select individual chart elements are:
 Click the element directly in the chart to select it — use the ScreenTip that appears at the mouse
pointer to identify the chart object before selecting.
 Click the name of the chart element on the Chart Elements drop-down list in the Current
Selection group on the Format Tab. The Chart Elements combo box displays the current selected
element.

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Fig. 3.8.9: Chart Tools –Format Tab

 Format the element by selecting the appropriate command button in the Shape Styles group
or by clicking the Format Selection button in the Current Selection group to open the Format
dialog box for that element and use its options to make the desired changes.
 Move the element within the chart by positioning the arrowhead pointer over the element and
then dragging it around. With some elements, such as the legend, the selection handles help to
resize or reorient the object.
 Remove the element from the chart by pressing the DELETE key.
 All chart elements have shortcut menus attached to them. After selecting a part or element of
the chart, the user can open the shortcut menu by right-clicking the chart object.
3.8.8 Adding New Data to a Chart by Pasting
Adding new data to an existing chart can be done in two methods.
Follow these steps to expand the chart by pasting new data on the chart:
 Make sure that the new data has a heading consistent with the old data.
 Select the new data including the heading.
 Press Ctrl+C to copy the new data.
 Select the chart.
 Press Ctrl+V to paste the new data on the chart.

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Fig. 3.8.10: Add New Data to Chart

To change the range of the source data that is the basis for the chart, use the Select Data Source
dialog box. The Select Data Source dialog box enables the user to choose a different source range
for an existing chart. We can also use this dialog box to switch the row and column values, change
the order of the data series used in the chart and indicate how to deal with hidden and empty cells
in the data range being charted.
 Select the chart and then, on the Chart Tools-Design Tab, click the Select Data button in the
Data group.
 Click and drag in the worksheet to select the new data range.The Select Data Source dialog box
appears (see Fig. 3.8.11). The Collapse/Expand button to the right of the Chart data range box
helps to select the range and return to the dialog box.
 Release the mouse button.The Select Data Source dialog box reappears and the new data range
appears in the Chart data range box.
 Click OK. The Select Data Source dialog box closes and the chart updates to display the new
data source.

Fig. 3.8.11: Select Data Source dialog box

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3.8.9 Line Charts
Data that is arranged in columns or rows on a worksheet can be plotted in a line chart. Line charts
can display continuous data over time, set against a common scale and are therefore ideal for
showing trends in data at equal intervals. In a line chart, category data is distributed evenly along
the horizontal axis and all value data is distributed evenly along the vertical axis.User should use a
line chart if the category labels are text and are representing evenly spaced values such as months,
quarters or fiscal years. This is especially true if there are multiple series-for one series, user should
consider using a category chart. User should also use a line chart if user has a few evenly spaced
numerical labels, especially years. If user has more than ten numerical labels, use a scatter chart
instead. Line charts have the following chart subtypes:
 Line and Line with Markers: Displayed with or without markers to indicate individual data
values, line charts are useful to show trends over time or ordered categories, especially when
there are many data points and the order in which they are presented is important. If there are
many categories or the values are approximate, user should use a line chart without markers.
 Stacked Line and Stacked line with Markers: Displayed with or without markers to indicate
individual data values, stacked line charts are useful to show the trend of the contribution
of each value over time or ordered categories. If there are many categories or the values are
approximate, user should use a stacked line chart without markers.
 100% Stacked Line and 100% Stacked Line with Markers: Displayed with or without markers
to indicate individual data values, 100% stacked line charts are useful to show the trend of the
percentage each value contributes over time or ordered categories. If there are many categories
or the values are approximate, user should use a 100% stacked line chart without markers.
 3-D Line: These charts show each row or column of data as a 3-D ribbon. A 3-D line chart has
horizontal, vertical and depth axes that user can modify.

Fig. 3.8.12: Line Chart

3.8.10 Column Charts
Data that is arranged in columns or rows on a worksheet can be plotted in a column chart. Column
charts are useful for showing data changes over a period of time or for illustrating comparisons
among items. In column charts, categories are typically organized along the horizontal axis and
values along the vertical axis.
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Fig. 3.8.13: Column Chart

Column charts have the following chart subtypes:
 Clustered Column and Clustered Column in 3-D: Clustered column charts compare values
across categories. A clustered column chart displays values in 2-D vertical rectangles. A clustered
column in 3-D chart displays the data by using a 3-D perspective only. A third value axis (depth
axis) is not used.
 Stacked Column and Stacked Column in 3-D: Stacked column charts show the relationship
of individual items to the whole, comparing the contribution of each value to a total across
categories. A stacked column chart displays values in 2-D vertical stacked rectangles. A 3-D
stacked column chart displays the data by using a 3-D perspective only. A third value axis (depth
axis) is not used. User can use a stacked column chart when user has multiple data series and
when user wants to emphasize the total.
 100% Stacked Column and 100% Stacked Column in 3-D: 100% stacked column charts and
100% stacked column in 3-D charts compare the percentage that each value contributes to a total
across categories. A 100% stacked column chart displays values in 2-D vertical 100% stacked
rectangles. A 3-D 100% stacked column chart displays the data by using a 3-D perspective only.
A third value axis (depth axis) is not used. User can use a 100% stacked column chart when
user has three or more data series and user wants to emphasize the contributions to the whole,
especially if the total is the same for each category.
 3-D Column: 3-D column charts use three axes that we can modify (a horizontal axis, a vertical
axis and a depth axis) and they compare data points along the horizontal and the depth axes.
User can use a 3-D column chart when user wants to compare data across the categories and
across the series equally.
 Cylinder, Cone and Pyramid: Cylinder, cone and pyramid charts are available in the same
clustered, stacked, 100% stacked and 3-D chart types that are provided for rectangular column
charts and they show and compare data the same way. The only difference is that these chart
types display cylinder, cone and pyramid shapes instead of rectangles.
3.8.11 Bar Charts
Data that is arranged in columns or rows on a worksheet can be plotted in a bar chart. Bar charts
illustrate comparisons among individual items.

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Fig. 3.8.14: Bar Chart

Consider using a bar chart when:
 The axis labels are long.
 The values that are shown are durations.
Bar charts have the following chart subtypes:
 Clustered Bar and Clustered Bar in 3-D: Clustered bar charts compare values across categories.
In a clustered bar chart, the categories are typically organized along the vertical axis and the
values along the horizontal axis. A clustered bar in 3-D chart displays the horizontal rectangles
in 3-D format; it does not display the data on three axes.
 Stacked Bar and Stacked Bar in 3-D: Stacked bar charts show the relationship of individual
items to the whole. A stacked bar in 3-D chart displays the horizontal rectangles in 3-D format;
it does not display the data on three axes.
 100% Stacked Bar and 100% Stacked Bar in 3-D: This type of chart compares the percentage
that each value contributes to a total across categories. A 100% stacked bar in 3-D chart displays
the horizontal rectangles in 3-D format; it does not display the data on three axes.
 Horizontal Cylinder, Cone and Pyramid: These charts are available in the same clustered,
stacked and 100% stacked chart types that are provided for rectangular bar charts. They show
and compare data the same way. The only difference is that these chart types display cylinder,
cone and pyramid shapes instead of horizontal rectangles.
3.8.12 Area Charts
Data that is arranged in columns or rows on a worksheet can be plotted in an area chart. Area charts
emphasize the magnitude of change over time and can be used to draw attention to the total value
across a trend. For example, data that represents profit over time can be plotted in an area chart to
emphasize the total profit.
By displaying the sum of the plotted values, an area chart also shows the relationship of parts to a
whole.

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Fig. 3.8.15: Area Chart

Area charts have the following chart subtypes:
 2-D Area and 3-D Area: Whether they are shown in 2-D or in 3-D, area charts display the trend
of values over time or other category data. 3-D area charts use three axes (horizontal, vertical
and depth) that we can modify. As a rule, we should consider using a line chart instead of a non-
stacked area chart, because data from one series can be obscured by data from another series.
 Stacked Area and Stacked Area in 3-D: Stacked area charts display the trend of the contribution
of each value over time or other category data. A stacked area chart in 3-D is displayed in the
same way but uses a 3-D perspective. A 3-D perspective is not a true 3-D chart — a third value
axis (depth axis) is not used.
 100% Stacked Area and 100% Stacked Area in 3-D: 100% stacked area charts display the trend
of the percentage that each value contributes over time or other category data. A 100% stacked
area chart in 3-D is displayed in the same way but uses a 3-D perspective. A 3-D perspective is
not a true 3-D chart — a third value axis (depth axis) is not used.
3.8.13. Surface Charts
Surface charts are smooth lines between adjacent data points. It is difficult for the eye to follow the
label on the x-axis up to the point on the surface chart. Fig. 3.8.16 shows a surface chart. Data that
is arranged in columns or rows on a worksheet can be plotted in a surface chart. A surface chart is
useful when user wants to find optimum combinations between two sets of data. As in a topographic
map, colors and patterns indicate areas that are in the same range of values.
User can use a surface chart when both categories and data series are numeric values.
 To make surface charts easier to read, we can add drop lines from each point on the surface
chart.
 Select the chart.
 On the Layout Tab, in the Analysis group, select Lines, Drop Lines. Excel draws a vertical line
from the x-axis to the surface of the chart, as shown in Fig. 3.8.16. Vertical drop lines make it
easier to figure out where each data point crosses the chart.

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Fig. 3.8.16: Surface Charts-Drop Lines

Surface charts have the following chart subtypes:
 3-D Surface: 3-D surface charts show trends in values across two dimensions in a continuous
curve. Colors in a surface chart do not represent the data series; they represent the distinction
between the values.
 Wireframe 3-D Surface: When displayed without color on the surface, a 3-D surface chart is
called a wireframe 3-D surface chart. This chart shows only the lines. This chart type is useful
for faster plotting of large data sets.
 Contour and Wireframe Contour charts are surface charts viewed from above. In a contour
chart, colors represent specific ranges of values. A wireframe contour chart is displayed without
color.
3.8.14 Trendline Charts
Data presented with complicated functions for calculating linear regression lines can be visually
represented with a simple plot of the data on a chart with a trendline. A line chart shows progress
toward a goal for the first eight days of a month, as shown in Fig. 3.8.17. Excel can add a trendline
to the chart and extend the trendline to predict the final goal. Follow these steps to add a trendline
to a chart:
 Select a chart that contains data of past actuals.
 On the Layout Tab, in the Analysis group, select the Trendline drop-down. As shown in
Fig. 3.8.17, there are four trendlines options to predict the future. The Format Trendline dialog
box appears.
 In the Format Trendline dialog box, enter a positive value in the Forecast Forward section.
 To display a legend on the chart, type a custom name for the Trendline name.
 Choose the Line Style category to change the line style to a dashed line to indicate that the
projection is not real data but is a mathematical projection of what could happen.

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Fig. 3.8.17: TrendLine chart

3.8.15 Candlestick Stock chart with volume
Candlestick chart is a style of bar-chart used primarily to describe price movements of a security,
derivative or currency over time. This chart type is often used in combination with the volume bar
chart for technical analysis of stock and foreign exchange patterns. The four varieties of stock market
charts track the historical stock performance and require different organization for the data. The
order of the data must match the following requirements exactly:

Fig. 3.8.18: Stock Chart Types

 High-Low-Close: These charts require four columns of data: date, high, low and close.
 Open-High-Low-Close: These charts require five columns of data: date, open, high, low and
close.
 Volume-High-Low-Close: These charts require five columns of data: date, volume, high, low
and close.
 Volume-Open-High-Low-Close: These charts require six columns of data: date, volume, open,
high, low and close.

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Fig. 3.8.19: Stock Chart-Data

Fig. 3.8.20: Candlestick-Stock Chart

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3.8.16 Pie Chart - Small Pie Slices
In many data series, a few pie slices take up 80 percent of the pie and many tiny slices account forthe
rest of the pie. To visualize the small sectors, the solution is to rotate the pie so that the smaller pie
slices are near the front.
 Enter one series of data. Sort the values from high to low.
 Create a pie chart by using the 3-D Pie type.
 In the Labels group of the Layout Tab, turn off the legend.
 In the same group, select the Data Labels drop-down and then select More Data Label Options.
 Turn off the value and turn on Category Name and Percentage. Choose Best Fit.
 Right-click in the pie chart and select Format Data Series. The Format Data Series dialog box
appears.
 In the Format Data Series dialog box, the first category is Angle of First Slice. Move this up
to between 150 and 160 to rotate the last slices to the right-front position. In this position, the
smaller slices are in front, so there is more room for labels to appear near each other, as shown
in Fig. 3.8.21.
 For small data points at the end of a pie chart series and to visualize these smaller segments
change the chart type to a special type called Bar of Pie where the smallest few categories are
exploded out and shown as a bar chart next to the pie.

Fig. 3.8.21: 3-D Pie Chart

To change an existing pie chart to a Bar of Pie chart, follow these steps:
 Select the chart. In the Type group of the Design Tab, select Change Chart Type. The Change
Chart Type dialog box appears.
 In the Change Chart Type dialog box, select the last option for pie charts: Bar of Pie. Click OK
to close the dialog box.
 Right-click the chart and select Format Data Series. The Format Data Series dialog box appears.
The user can now have control over the number of values in the bar chart.

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Fig. 3.8.22: Bar of Pie Chart

3.8.17 XY (Scatter) Chart
A scatter chart plots the values for two variables as a set of points on a graph. One variable controls
the position on the x-axis of a point, whilst the other variable controls the position on the y-axis.
While in a line chart the x-axis represents different categories, in a scatter chart it represents the
actual values of the variable. The trendline helps in understanding the data better; it represents a
linear equation (option- linear trendline).

Fig. 3.8.23: XY Scatter-Chart

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Fig. 3.8.24: XY Scatter Chart-TrendLine-Linear Equation

3.8.18 Time Series Chart
Data that is collected over a period of time is called time series data. A series of seconds, minutes,
hours, days, weeks, months, quarters or perhaps number of years may represent time. Often, we
draw graphs of time series data as line graphs that can be used to make predictions and draw
conclusions. In this graph, time is measured on the horizontal axis and the variable being observed
is measured on the vertical axis.

Fig. 3.8.25: Time Series Chart

An observed time series can be decomposed into three components: the trend (long term direction
without calendar related effects), the seasonal (systematic, calendar related movements) and the
irregular (unsystematic, short term fluctuations).
3.8.19 Bubble Chart
A scatter chart or an XY chart shows points in a two-dimensional x,y-coordinate grid and is useful
to explore the relationship between two measures. By using a bubble chart, we can display the
relationship between three variables. For example, in Fig. 3.8.26, the chart compares used vehicle

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prices from the local newspaper. The table shows age in year, miles and the asking price. In a bubble
chart, the first column is plotted along the x-axis. The second column is plotted along the y-axis. The
price becomes the size of the bubble at the intersection of each x, y coordinate. The size of the sphere
at each intersection communicates about a third dimension - the relative price. Bubble charts have
the following chart subtypes:
 Bubble and Bubble with 3-D Effect: Bubble charts are similar to xy (scatter) chart, but they
compare sets of three values instead of two. The third value determines the size of the bubble
marker. User can choose a bubble or a bubble with a 3-D effect chart subtype.

Fig. 3.8.26: Bubble Chart

3.8.20 Radar chart
Also known as a spider chart or a star chart because of its appearance. It plots the values of each
category along a separate axis that starts in the center of the chart and ends on the outer ring. Data
that is arranged in columns or rows on a worksheet can be plotted in a radar chart. Radar charts
compare the aggregate values of multiple data series. Each data series in a chart has a unique color
or pattern and is represented in the chart legend.
Radar charts include the following chart subtypes:
 Radar and Radar with Markers: With or without markers for individual data points, radar
charts display changes in values relative to a center point.
 Filled Radar: Here the area covered by a data series is filled with a color.

Fig. 3.8.27: Radar Chart

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3.8.21 Doughnut Chart
This is similar to a pie chart, a doughnut chart shows the relationship of parts to a whole, but a
doughnut chart can contain more than one data series. Each data series that is plotted in a doughnut
chart adds a ring to the chart. The first data series is displayed in the center of the chart. The doughnut
chart subtypes are:
 Doughnut: Displays data in rings, where each ring represents a data series. If percentages are
displayed in data labels, each ring will total 100%.
 Exploded Doughnut: Much like exploded pie charts, exploded doughnut charts display the
contribution of each value to a total while emphasizing individual values, but they can contain
more than one data series.

Fig. 3.8.28: Doughnut Chart

3.8.22 Rotating 3-D Excel Chart
3-D charts help in understanding of height, width and depth using the 3-D View dialog box.
First select a chart and then choose the Chart --> 3-D View. The Apply button in the 3-D
View dialog box shows a preview of how settings affect the chart without having to close
the dialog box. Not all chart types are available in a 3-D subtype and not all charts that are
available in 3-D have all the same settings. The 3D View is used in rotating an Excel chart left
or right. A complete 360 percent of rotation is available for all 3-D charts, except the Bar chart.
Fig. 3.8.29 shows a chart formatted with different rotation settings that have 0% rotation, 60%
rotation, 120% rotation and 270% rotation.
 The 0% rotation view is acceptable because the frontmost series is smaller than the series behind
it.
 The 60% rotation view serves this data well because both series are easy to see.
 The 120% view hides most of the lesser-valued series.
 The 270% view does not create a conflict of the two series, but instead makes seeing all the data
points within each individual series possible. Even adding a change to the elevation setting will
not help much.

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Fig. 3.8.29: 3-D Rotation

Fig. 3.8.30: Sample data

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Adjusting the perspective makes parallel lines seem to come together in the distance. Perspective
provides charts with an effect of objects that are closer appearing larger and those that are farther
away appearing smaller; in other words, perspective adds depth to a chart. Fig. 3.8.31 shows the
same column chart plotted twice. All settings are the same except for perspective.
 The chart on the left has a perspective setting of 0. All the columns are the same size and there
is no perception of depth.
 The chart on the right has a perspective setting of 100 (the maximum setting). The columns seem
to shrink in size, looking from front to back.
The charts in Fig. 3.8.31 show the perspective as applied to a series of data points (the columns).
Fig. 3.8.32 shows another example of perspective. The same line chart is plotted twice. The chart on
the left has a low perspective setting of 30. The chart on the right has a full perspective setting of 100.
The lines in the chart on the right seem to be heading slightly toward each other. This is a common
depth perception, such as when railway tracks seem to converge in the distance.

Fig. 3.8.31: 3D-Perspective-Column Chart

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Fig. 3.8.32: 3D-Perspective-Line Chart

3-D Attributes
Setting What It Does Possible Values
Elevation Adjusts the over and under view. –90 to 90 for Column, Line,
Area and Surface charts; 0 to
44 for Bar charts; 10 to 80 for
Pie charts.
Rotation Adjusts the left and right view. 0 to 360 for Column, Line, Pie,
Area and Surface charts; 0 to
44 for Bar charts.
Perspective Controls the effect of the closer part of a chart 0 to 100 for Column, Line,
appearing larger and the farther part of a chart Area and Surface charts. The
appearing smaller. This effect could be an effect is not available for Bar
enhancement or a detriment to the appearance of a or Pie charts.
chart, depending on how the effect appears given
the settings for the other 3-D attributes.
Right-Angle Overrides the perspective effect and forces the As a check box, available
Axes x-axis and y-axis to meet at a right angle. When the for Column, Line, Area and
Right-Angle Axes check box is checked, the option Surface charts.
to set perspective is not visible.
Height % of Controls the height of the 3-D data series. The 5 to 500 for Bar, Column, Line,
Base setting works by gauging the height of the series as a Pie, Area and Surface charts.
percentage of the base of the chart floor or plot area.
Auto Overrides the Height % of Base setting. When As a check box, available for
Scaling applied, Excel adjusts the height and width ratio. Column, Bar, Line, Area and
S urface charts.
Fig: 3.8.33: 3-D Attributes

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3.9 SPARKLINES
A sparkline is a tiny chart embedded in a worksheet cell that provides a visual representation of
data. They are used to show trends in a series of values, such as seasonal increases or decreases,
economic cycles or to highlight maximum and minimum values.They are intended to give the user
a quick look at trends or patterns that may not be easily spotted in the data itself. They demonstrate
the “what”, not the “why” of the data.
There are three types of sparklines available in Excel 2010:
 Line Sparkline
 Column Sparkline
 Win/Loss Sparkline
Line and column sparklines are just like regular line and column charts respectively. Win/Loss
sparklines show whether the data is positive (a win) or negative (a loss). Positive data is placed above
the sparkline’s x-axis and negative data below the x-axis. The x-axis is not shown, but is situated in
the middle of the cell.

Fig. 3.9.1: Sparkline examples

Because a sparkline is a tiny chart embedded in a cell, we can enter text in a cell and use a sparkline
as its background, as shown in the following figure.

3.9.1 Why use Sparklines?

Data presented in a row or column is useful, but patterns can be hard to spot at a glance. The context
for these numbers can be provided by inserting sparklines next to the data. Taking up a small amount
of room, a sparkline can display a trend based on adjacent data in a clear and compact graphical
representation. Although it's not mandatory for a sparkline cell to be directly next to its underlying
data, it is a good practice.
We can quickly see the relationship between a sparkline and its underlying data and when our data
changes we can see the change in the sparkline immediately. In addition to creating a single sparkline
for a row or column of data, we can create several sparklines at the same time by selecting multiple
cells that correspond to underlying data.
We can also create sparklines for rows of data that we add later by using the fill handle on an adjacent
cell that contains a sparkline.
One advantage of using sparklines is that, unlike charts, sparklines are printed when we print a
worksheet that contains them.

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3.9.2 Creating a Sparkline
1. Select an empty cell or a group of empty cells in which the user wants to insert one or more
sparklines.
2. On the Insert Tab, in the Sparklines group, click the type of sparkline that the user wants to
create: Line, Column or Win/Loss.

The Create Sparklines dialog box appears.

Fig. 3.9.2: Creating sparklines

3. In the Data Range box, type the range of the cells that contain the data on which the user wants
to base the sparklines. We can also select the range using the mouse.
3.9.3 Customizing Sparklines
When one or more sparklines are selected, the Sparkline Tools appear, displaying the Design Tab.
On the Design Tab, we can choose one or more of several commands from among the following
groups: Sparkline, Type, Show, Style and Group. We can use these commands to create a new
sparkline, change its type, format it, show or hide data points on a line sparkline, set options on the
vertical axis or control how empty or zero values are shown in the sparkline.

Fig. 3.9.3: Sparkline Tools – Design Tab

A) Control which value points are shown
We can highlight individual data markers (values) in a line sparkline by making some or all of the
markers visible.

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 To show all values, select the Markers check box.
 To show negative values, select the Negative Points check box.
 To show the highest or the lowest values, select the High Point or Low Point check boxes
respectively.
 To show the first or the last values, select the First Point or Last Point check boxes respectively.
B) Format sparklines
1. Select a single sparkline or a sparkline group.
2. To apply a predefined style, on the Design Tab, in the Style group, click a style or click the
arrow at the lower right corner of the box to see additional styles.
3. To apply specific formatting, use the Sparkline Color or the Marker Color commands.
C) Show and customize axis settings
We can select Date Axis Type (in the Group group, click the arrow below the Axis button) to format
the shape of the chart in a sparkline to reflect any irregular time periods in the underlying data.

Fig. 3.9.4: Applying the Date Axis Type

In a line sparkline, applying the Date Axis Type can change the slope of a plotted line and the position
of its data points in relation to each other.
In a column sparkline, applying the Date Axis type can change the width of and increase or decrease
the distance between the columns, as shown in the following figure.

Fig. 3.9.5: Sparkline with and without the Date Axis Type
In the example shown here, there are two column sparklines that use data from the same range. The
sparkline with the “Trend” label uses the General Axis Type and the sparkline with the “Trend
(Date Axis Type)” label uses the Date Axis Type. In each sparkline, the first two data points are
separated by two months and the second and third are separated by seven months. By applying the
Date Axis Type, the space between the three columns changes proportionally to reflect the irregular
time periods.

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We can also use these Axis options to set minimum and maximum values for the vertical axis of a
sparkline or sparkline group. Setting these values explicitly helps us control the scale so that the
relationship between values is shown in a more meaningful way.
1. With the sparkline or sparkline group selected, in the Group group, click the arrow below the
Axis button.
2. Under Vertical Axis Minimum Value Options or Vertical Axis Maximum Value Options,
click Custom Value.
3. Set minimum or maximum values that the user feels, will best emphasize the values in the
sparklines.
We can increase the height of the row that contains the sparkline to more dramatically emphasize
the difference in data values if some are very small and some are very large.
We can also use the Plot Data Right-to-Left option to change the direction in which data is plotted
in a sparkline or sparkline group.
If there are negative values in the data, we can emphasize this by showing a horizontal axis in the
sparkline.
1. With the sparkline or sparkline group selected, in the Group group, click the arrow below the
Axis button.
2. Under Horizontal Axis Options, click Show Axis.
Any sparklines that contain negative data will display a horizontal axis at 0.
D) Handle empty cells or zero values
We can control how a sparkline handles empty cells in a range (and thus how the sparkline is
displayed) by using the Hidden and Empty Cell Settings dialog box.

Fig. 3.9.6: Handling empty cells or zero values

To open this dialog box, on the Design Tab, in the Sparkline group, click the arrow to the right of
Edit Data and then click Hidden & Empty Cells.
3.9.4 Deleting Sparklines
1. Select a single sparkline or a sparkline group.
2. Right-click and select Sparklines. From the sub-menu, select Clear Selected Sparklines or Clear
Selected Sparkline Groups.
Or
On the Design Tab, in the Group group, click the arrow to the right of Clear button and then
select Clear Selected Sparklines or Clear Selected Sparkline Groups.

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3.10 MACRO
A macro is a way to automate a task that is to be performed repeatedly or on a regular basis. It is a
series of commands or actions that can be stored and run whenever we need to perform the task. We
can record or build a macro and then play the macro to automatically repeat the series of commands
or actions.
A macro is a program that uses Visual Basic Applications (VBA) code to automate a sequence of
actions or instructions. A macro can be simple and consist of only a few steps or commands or be
quite complex, involving large amounts of data manipulation and calculations.
Macros can be saved with the workbook in which they were created or they can be saved in a
separate personal macro workbook where they are more accessible. For macros stored in personal macro
workbook, Excel creates a hidden personal macro workbook (Personal.xlsb), if it does not already
exist and saves the macro in this workbook. This workbook is saved in the C:\Users\username\
AppData\Local\Microsoft\Excel\XLStart folder. Macros stored in personal macro workbookcan
be used later on in other workbooks also.
The user must decide whether to use absolute or relative cell reference. Use absolute cell reference
if it requires that the macro recorded always occur in the same cell(s). Select relative cell reference
if the user wants the macro to happen in whatever cell user chooses each time the macro is used.
3.10.1 Recording a Macro
Before recording a macro, make sure that the Developer Tab is visible on the ribbon. If it is not
there, do the following:
 Click the File Tab.
 Click Options and then click the Customize Ribbon category.
 Under Customize the Ribbon, in the Main Tabs list, select the Developer check box and then
click OK.
Set the security level temporarily to enable all macros by doing the following steps:
1. On the Developer Tab, in the Code group, click Macro Security.

The Trust Center dialog box appears.

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Fig. 3.10.1: Enabling all macros

2. Under Macro Settings, select Enable all macros (not recommended; potentially dangerous
code can run).
3. Click OK.
The steps to record a macro are:
1. On the Developer Tab, in the Code group, click Record Macro. The Record Macro dialog box
appears.

Fig. 3.10.2: Recording a macro

2. In the Macro name box, enter a name for the macro.

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Note: The first character of the macro name must be a letter. Subsequent characters can be letters,
numbers or underscore characters. Spaces cannot be used in a macro name. If we use a macro
name that is also a cell reference, we may get an error message that the macro name is not valid.
3. To assign a CTRL combination shortcut key to run the macro, in the Shortcut key box, type any
lowercase letter or uppercase letter that the user wants to use.
Note: The shortcut key will override any equivalent default Excel shortcut key while the
workbook that contains the macro is open.
4. In the Store macro in list, select the workbook where the macro is to be stored. It contains the
options Personal Macro Workbook, New Workbook and This Workbook.
5. In the Description box, type a description for the macro.
6. Click OK to start recording the macro.
7. Perform the actions that are to be recorded. Remember that all of the actions will be recorded
as part of the macro, so try not to make any errors.
8. On the Developer Tab, in the Code group, click Stop Recording.

Note: To use relative references, on the Developer Tab, in the Code group, select Use Relative
References.
3.10.2 Running a Macro
1. On the Developer Tab, in the Code group, click Macros. The Macro dialog box appears.

Fig. 3.10.3: Running a macro

2. Select the required macro.
3. Click Run.

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Alternatively, we can use the keyboard shortcut (if defined while recording the macro) to run the
macro.
3.10.3 Assigning Macro to a Button
Following are the steps to create a button:
1. On the Developer Tab, in the Controls group, click Insert.
2. Click Button from the drop-down list.

Fig. 3.10.4: Inserting a button

3. Drag to draw the button on the worksheet. A dialog box will open up as shown in the figure
below.

Fig. 3.10.5: Assigning macro to the button

4. Select the macro to be run on the click of this button.
5. Click OK.
3.10.4 Deleting a Macro
1. Do one of the following:
 Open the workbook that contains the macro to be deleted.

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 If the macro is stored in the personal macro workbook (Personal.xlsb) and this workbook
is hidden, do the following to unhide the workbook:
a) On the View Tab, in the Window group, click Unhide.
b) Under Unhide Workbooks, click PERSONAL and then click OK.
2. On the Developer Tab, in the Code group, click Macros. The Macro dialog box appears.
3. In the Macros in list, select the workbook that contains the macro to be deleted.
4. In the Macro name box, click the name of the macro to be deleted.
5. Click Delete.

3.11 HYPERLINK
A hyperlink is a link from an Excel file that opens a Web page or another file when it is clicked.
3.11.1 Create a Hyperlink to a new file
1. On a worksheet, click the cell where the user wants to create a hyperlink.
Tip: We can also select an object, such as a picture or an element in a chart, that we want to use
to represent the hyperlink.
2. On the Insert Tab, in the Links group, click Hyperlink.

Tip: We can also right-click the cell or graphic and then click Hyperlink or we can press CTRL+K.
The Insert Hyperlink dialog box appears.

Fig. 3.11.1: Insert Hyperlink dialog box

3. Under Link to, click Create New Document.

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Fig. 3.11.2: Creating a hyperlink to a new document

4. In the Name of new document box, type a name for the new file.
Tip:To specify a location other than the one shown under Full path, the user can type the new
location preceding the name in the Name of new document box or the user can click Change
to select the required location and then click OK.
5. Under When to edit, click Edit the new document later or Edit the new document now to
specify when the user wants to open the new file for editing.
6. In the Text to display box, type the text that the user wants to use to represent the hyperlink.
7. To display helpful information when the user rests the pointer on the hyperlink, click ScreenTip,
type the text that the user wants in the ScreenTip text box and then click OK.

Fig. 3.11.3: Specifying the ScreenTip for the hyperlink

8. Click OK.
3.11.2 Create a Hyperlink to an Existing File or Web page
1. On a worksheet, click the cell or the object where the user wants to create a hyperlink.
2. On the Insert Tab, in the Links group, click Hyperlink.
3. Under Link to, click Existing File or Web Page.
4. Do one of the following:

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 To select a file, click Current Folder and then click the file that the user wants to link to.
Tip: We can change the current folder by selecting a different folder in the Look in list.
 To select a Web page, click Browsed Pages and then click the Web page that the user wants
to link to.
 To select a file that has been recently used, click Recent Files and then click the file that the
user wants to link to.
 To enter the name and location of a known file or Web page that the user wants to link to,
type that information in the Address box.
 To locate a Web page, click Browse the Web button below the Text to display box,
open the Web page that the user wants to link to and then switch back to Excel without
closing the browser.
5. If the user wants to create a hyperlink to a specific location in the file or on the Web page, click
Bookmark and then double-click the bookmark that the user wants to use.
Note: The file or Web page must have a bookmark to be linked to.
6. In the Text to display box, type the text that the user wants to use to represent the hyperlink.
7. To display helpful information when the user rests the pointer on the hyperlink, click ScreenTip,
type the text that the user wants in the ScreenTip text box and then click OK.
8. Click OK.
3.11.3 Create a Hyperlink to a Specific Location in a Workbook
1. On a worksheet of the source workbook, click the cell or the object where the user wants to create
a hyperlink.
2. On the Insert Tab, in the Links group, click Hyperlink.
3. Under Link to, do one of the following:
 To link to a location in the current workbook, click Place in This Document.

Fig. 3.11.4: Creating a hyperlink to a specific location in the workbook

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 To link to a location in another workbook, click Existing File or Web Page, locate and
select the workbook that the user wants to link to and then click Bookmark. Do one of the
following:
 In the Or select a place in this document box, under Cell Reference, click the worksheet
that the user wants to link to, type the cell reference in the Type the cell reference box
and then click OK.
 In the list under Defined Names, click the name that represents the cells that the user
wants to link to and then click OK.
4. In the Text to display box, type the text that the user wants to use to represent the hyperlink.
5. To display helpful information when the user rests the pointer on the hyperlink, click ScreenTip,
type the text that the user wants in the ScreenTip text box and then click OK.
6. Click OK.
3.11.4 Create a Custom Hyperlink by using the HYPERLINK function
We can use the HYPERLINK function to create a hyperlink that opens a document that is stored on
a network server, an intranet or the Internet.
Syntax: HYPERLINK(link_location, [friendly_name])
Link_location is the path and file name to the document to be opened as text. It can be a text string
enclosed in quotation marks or a cell that contains the link as a text string.
Friendly_name is the jump text or numeric value that is displayed in the cell. It is displayed in blue
and is underlined. If it is omitted, the cell displays the link_location as the jump text. It can be a
value, a text string, a name or a cell that contains the jump text or value.
Examples:
=HYPERLINK("http://example.microsoft.com/report/budget report.xlsx", "Click for report") will
create a hyperlink to a worksheet named Budget Report.xlsx stored on the Internet at the location
named example.microsoft.com/report and displays the text “Click for report”.
=HYPERLINK("[http://example.microsoft.com/report/budget report.xlsx]Annual!F10", D1) will
create a hyperlink to cell F10 on the worksheet named Annual in the workbook Budget Report.xlsx,
which is stored on the Internet at the location named example.microsoft.com/report. The cell on the
worksheet that contains the hyperlink displays the contents of cell D1 as the jump text.
3.11.5 Edit a Hyperlink
1. Select the cell or graphic that contains the hyperlink to be changed.
Tip: To select a cell that contains a hyperlink without going to the hyperlink destination, click
the cell and hold the mouse button until the pointer becomes a cross and then release the
mouse button. We can also use the arrow keys to select the cell. To select a graphic, hold down
CTRL key and click the graphic.
2. On the Insert Tab, in the Links group, click Hyperlink. The Edit Hyperlink dialog box appears.
Tip: We can also right-click the cell or graphic and then click Edit Hyperlink or we can press
CTRL+K.
3. In the Edit Hyperlink dialog box, make the required changes.
4. Click OK.

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3.11.6 Delete a Hyperlink
To delete a hyperlink, do one of the following:
 To delete a hyperlink and the text that represents it, right-click the cell that contains the hyperlink
and then click Clear Contents.
 To delete a hyperlink and the graphic that represents it, hold down CTRL and click the graphic
and then press DELETE.
 To deactivate a single hyperlink, right-click the hyperlink and then click Remove Hyperlink.
The text remains in the cell, but it is no longer active nor is it formatted as a hyperlink.
To delete (deactivate) several hyperlinks at once, do the following:
 Select a range of cells in which the user wants to remove the hyperlinks. The range of cells can
be discontiguous.
 Position the mouse over any cell in the range that is selected, right-click and then click Remove
Hyperlinks.

3.12 OPENING NON-EXCEL FILES IN EXCEL

We can open many different types of files (Text file, Lotus 123, Quattro Pro, MS-Works or dBASE
files) in Excel. The files are opened directly on selecting it or sometimes the help of the Text Import
Wizard is required. To open a non-Excel file in Excel:
1. Click File Tab and then click Open.
2. In the box on the right of the File name box, select the type of file that has to be opened or select
All Files.
3. Locate the folder in which the file was saved.
4. Select the filename and click Open. The file may get opened or the Text Import Wizard may
appear.
5. If the Text Import Wizard appears, select Delimited under Original data type and then click
Next.

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Fig. 3.12.1: Selecting the original data type in Text Import Wizard
6. Mark other delimiters until a parsed data, arranged in neat columns appears in the Data preview
window. Then click Next.

Fig. 3.12.2: Marking the delimiters in Text Import Wizard

7. Click the heading in the Data preview window for the column to be formatted. Select the data
format for the column under Column data format. Do this for all the columns to be formatted.

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Fig. 3.12.3: Setting data format for all the columns

8. Click Finish and the data gets imported into the worksheet.

SOURCES
1. Microsoft® Excel 2010 In Depth, Bill Jelen, Que Publishing,2010
2. Microsoft Office Excel 2010 QuickSteps [Paperback], John Cronan,McGraw-Hill Osborne Media;
2 edition April 19, 2010
3. Master VISUALLY Excel 2010 [Paperback], Elaine Marmel,Visual; 1 edition July 20, 2010
4. web.utk.edu
5. www.exinfm.com
6. www.chicopee.mec.edu
7. www.lacher.com
8. www.jaxworks.com
9. http://spreadsheets.about.com/od/excelcharts/ss/2010-06-19-excel-2010-sparklines-
overview-2_4.htm

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H
A CONSOLIDATION
P
T
E
OF DATA AND DATA
R ANALYSIS

LEARNING OBJECTIVES
 To gain understanding of Working with Tables
 To understand Sorting, Filtering, Subtotal
 To understand Consolidation of Data
 To understand What if Analysis
 To understand use of Goal Seek, Scenarios, Solver
 To understand use of Statistical Analysis

INTRODUCTION
Imagine making a long list of names and addresses or Telephone numbers or dates or anything
for that matter and putting it in order. Putting a list in order accomplishes several goals, including
making our list easier to read and use, making it appear more orderly and giving the content a
perceived priority. Now that priority can of course change, as the same list can be put in order
or sorted by any field within the list.
We enter data into an Excel Worksheet so that we can analyse it, manipulate it or turn it into
a report. So any serious user of excel should be comfortable working with lists (now Tables in
Excel 2010) organizing data, labeling it, editing it etc.
We can utilize the potential of Excel by putting data in tables.
 Each row represents different transaction.
 Each column represents a different variable i.e. field.
 Each column is headed by name of that variable or header.
In the Tables,we might have some preferred order for maintaining and viewing the records.
Depending on the need, we may want the table arranged alphabetically or date wise as in case
of Date of birth or some custom sort.
Tip:
Excel has got IntelliSense,we need to follow some rules to keep the data in Table format which
makes powerful data commands possible.
 Use only a single row of headings above the data. If we need to have a two-row heading,
set it up as a single cell with two lines in the row.
 Never leave one heading cell blank. We might do this if we add a temporary column. If we
forget to add a heading before we sort, this will affect the IntelliSense and Excel will sort
the headings down into the data.

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 There should be no entirely blank rows or blank columns in the middle of our data. It is
okay to have an occasional blank cell, but we should have no entirely blank columns.
 If our heading row is not in row 1, be sure to have a blank row between our headings and
any other filled cells.
 Formatting the heading cells in bold will help the Excel’s IntelliSense Module understand
that these are headings.

4.1 SORTING
Excel allows us to sort on various criteria. We can sort data by:-
 text (A to Z or Z to A),
 numbers (smallest to largest or largest to smallest),
 dates and times (oldest to newest and newest to oldest),
 custom list (such as Large, Medium and Small),
 cell color,
 font color or
 cell icon.
Excel further gives us the option of
 One Click sorting or quick sorting -we can quickly sort your data by using the A-Z and
Z-A Sort buttons on the Ribbon’s Data tab.
 Sort Dialog Box – We can also sort on various criteria through Sort Dialog Box on the
Data tab.
Case Study 4.1: In a Bank audit we are given a locker list with the header details Locker No.,
Name, Due Month, Arrear, Annual Rent, date_Access. As shown in Fig 4.1.1. We want to analyse
the locker data on various criteria.

Fig. 4.1.1: Locker Rent Data in a Bank branch

Strategy:
We can analyse the locker data using Sort under Data Tab as shown in Fig. 4.1.2

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Fig. 4.1.2: Sort is available under Data Tab

1. If we need to sort it on only 1 column let’s say we want to sort it on Names then we can
easily sort it using Sort A to Z, resultant list would be available sorted alphabetically from
A to Z as shown in Fig.4.1.3

Fig. 4.1.3: Locker Rent Data Sorted through

Alternate strategy:
Sorting on multiple columns
When we need to go beyond a single field sort, the Sort command on the Data tab, is our ticket
to multiple-field sorting.
2. Select one cell within our data. The one cell can be in the heading row or any data row.
Select Data>Sort. Excel 2010 offers up to 64 sort levels if our data has headers select My data
has headers.
3. Choose Sort by dropdown- Due Month, Sort on- values, Since, we want to do a sort on Due
month the sort can be in alphabetic order i.e. A to Z but that will lead to a funny situation where
after April, August will come & then December and so on if we look at dropdown we also see
an option Custom Lists as shown in Fig.4.1.4.

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Fig. 4.1.4: Sorting as per custom list-custom list dialog box

4. We can choose January, February from the custom list dialog box as shown in Fig 4.1.5 our
list will be sorted as per calendar year.

Fig. 4.1.5: Due months sorted as per calendar year

5. But we are not interested in calendar year we want the list sorted as per Financial year i.e.
April to March. For the purpose we can also add/create custom lists.
6. Go to Blank section of our excel list & create a desired custom list as shown in Fig. 4.1.6.
and Select the range of cells.

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Fig. 4.1.6: Custom list in blank section of worksheet

7. Choose File >Options >Advanced. In the general category, Click Edit Custom Lists Button
as shown in Fig.4.1.7.

Fig. 4.1.7: Advanced Excel options Dialog box

8. In the Custom List Dialog Box our range of values from previous step is showing in import
text box as shown in Fig.4.1.8. Click the import button. click OK

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Fig. 4.1.8: Custom List Dialog Box

9. The custom list is added to the custom list box & we can now select this list to sort our data
as per Financial year as shown in Fig. 4.1.9.

Fig. 4.1.9: Sort Dialog box with due month sorted in order Financial year
10. We can add a level by clicking on Add Level in all we can sort upto 64 levels. Apart from
values we can sort on Cell color, Font Color & Cell Icon as shown in Fig. 4.1.10.

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Fig. 4.1.10: Locker Rent Data in a Bank branch

11. The resultant locker list sorted with due months in order of Financial Year & date of access
sorted from oldest as shown in Fig.4.1.11.

Fig. 4.1.11: Locker Rent Data sorted Financial yearwise

Gist: We have analysed the locker data by sorting it according to the desired criteria.
Commands learnt: Data > Sort, Using & adding Custom Lists
Tip: The best field to sort by first is the one with the most duplicate entries i.e. creating groups
and makes it easier to choose second- and third-level fields to sort by within those groups. Like
in the above case grouping could be monthwise. The last field in our multiple-field sort should
be one with few or no duplicates.
Food for thought: Use the Copy Level button to duplicate a selected level in the Sort dialog box.
We can make the best use of it when we want to sort by the same Sort On and Order values and
then just change the Column designation. This shortcut saves us two of the three steps involved
in establishing a new level for our sort.
Food for thought: Excel remembers the last sort order, i.e. in above case study it will remember
that the order was oldest to newest and if we click A to Z Button it will use the order oldest
to newest. If we need to change the order we have to go to Data> Sort.

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Never select two Cells: Before any sort operation, we must select either the entire range or a
single cell in that range. If we mistakenly choose two cells in a range, Excel will sort just those
selected cells, resulting in a disaster i.e. few cells of our data being sorted within records.

4.2 FILTER
We often want to extract figures more than a certain limit from our list, we again want to know
sales made by john in a list of sales. Fortunately, Excel includes an easy-to-use Filter to show just
what we want to see and hide the rest. Filtering doesn’t change our data in any way. As soon as
we remove the filter, all our data reappears, exactly the same as it was before.
Filtering is a way that we can use Excel to quickly extract certain data from our spreadsheet.
Unlike sorting, filtering doesn’t just reorder the list. It actually hides the rows or columns
containing data that do not meet the filter criteria we define. Excel has an AutoFilter feature
that makes it very easy to extract data from our spreadsheet. After filtering data, we can copy,
find, edit, format, chart and print the subset of filtered data without rearranging or moving it.
In Excel 2010, if we’re using an Excel Table, it has built-in filtering features. If the data is not in
an Excel Table, we can bring it up from Filter under Sort & Filter in Data Tab.
We can also filter by more than one column. Filters are additive, which means that each additional
filter is based on the current filter and further reduces the subset of data.
Case Study 4.2: As an auditor in a Bank we are given a Locker list. We want to create a Vacant
locker list, so that we can match the keys physically available with the branch manager with
vacant Lockers in the branch.
Strategy:
We can find records matching a certain criteria by using Filter under Data Tab as shown in
Fig.4.2.1, since we want to create a list of all lockers with name Vacant we can use Filter feature
in Excel.

Fig. 4.2.1: Filter is available under Data Tab

1. It is important that our data should have Header Row. Select any one cell within data and
select Data > Filter. Excel will add a dropdown to each heading as shown in Fig. 4.2.2.

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Fig. 4.2.2: Excel will add dropdown to each header

2. Select the Name Dropdown, Click the (Select All) check box to unselect all Names and then
click the Vacant Check Box as shown in Fig.4.2.3.

Fig. 4.2.3: A Drop down in Excel offers many choices

We will now see only rows where name is “Vacant” all other rows are now hidden as shown
in Fig 4.2.4.

Fig. 4.2.4: List of vacant Lockers

Gist: We have created a list of Vacant lockers using Filter Feature in excel.
Commands learnt: Data > Filter

4.3 MORE FILTERING TECHNIQUES

Excel also enables us to perform more intricate types of filtering. Two particularly useful types
are the Top 10 filter and custom filtering.
 Finding the Top (or Bottom) 10 in a column.
 Using custom filters.

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When filtering under Text or Number or date filters we find the option of Custom Filtering.
In custom Filtering dialog box where we could enter two logical filtering conditions “and”, “or”
To filter the table column or selection so that both criteria must be true, select And.
To filter the table column or selection so that either or both criteria can be true, select Or.
We can now enter two filtering requirements for the column of data which could be anything like
 equals
 does not equal
 is greater than
 is greater than or equal to
 is less than
 is less than or equal to
 begins with
 does not begin with
 ends with
 does not end with
 contains
 does not contain
value or text or date could also contain wildcard like ? or *.
We could even have DYNAMIC FILTER like in case of date filters we could have a filter for
“Today” , “Yesterday” or “ next month”, which would perhaps, give a different filtered value
every day.
Wherever we have dynamic filter it is important to note that AutoFilters don’t refresh
automatically. To see the updated filtered results, we can reapply the filter from Sort & Filter
group in Data Tab.
Filtering could even be done on the type of format we can Filter by Cell Color, Filter by Font
Color or Filter by Cell Icon.
Case Study 4.3: In a Bank audit we are given a Loan against FDR list with Rate of Interest on
Loan & Rate of interest on FDR as shown in Fig. 4.3.1. Bank’s interest rate circular states that
in case of loan against FDR the spread of interest would be 1%. We as auditor want to check
for cases where interest charged on loan is not 1% more than Rate of Interest paid on FDR.

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Fig. 4.3.1: Loan with Interest Rate Data in a Bank Branch

Strategy:
We can find records matching a certain criteria by using Filter under Data Tab and using
Advanced options available in dropdown.
1. In column G we will create a column Spread with the formula D2 - F2 i.e. difference between
Rate of Interest Charged on Loan & ROI Paid on FDR.
2. Select any one cell within data and select Data>Filter. Excel will add a dropdown to each
heading.
3. Select the Spread Drop down and we see a lot of options with one option Number Filters.
As we select Number Filters we see more options and there is an option Less than which we
can use to get all those cases where spread is less than 1% as shown in Fig.4.3.2

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Fig. 4.3.2: Use Less than option under Number filters to get cases where spread< 1%
Gist: We have created a list of cases where spread of ROI charged on loan and ROI paid on FDR
is less than 1%.
Commands learnt: Data > Filter- Advanced

4.4 SUBTOTALS
Many times we need to showmore complex information arranged in Tables, especially if it’s split
into separate groups, each with its own SUBTOTALS. For Example we could have data which
could make more sense if we have Quarterly or Yearly or Region wise subtotals. The Subtotal
tool lets us create groups and subtotals all in one click a feature that can save us lots of time.
Excel’s Subtotal feature helps you draw specific information from one or more subsections of a
database or list of data.
In addition to finding the subtotal for selected rows of data, you can also use the Subtotal feature
to find, among other things, the average value for the selected range of data, the largest and
smallest values or the total number of rows of data included in the range.
Case Study 4.4: We have Datewise & lorrywise list of freight paid to various Lorries as shown in
Fig. 4.4.1 we want to check for cases where total freight paid to any lorry is more than Rs. 75000
so that we could check for TDS compliance under Income Tax.

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Fig. 4.4.1: List of Freight Paid lorrywise & date wise

Strategy:
We can use SUBTOTAL from the OUTLINE group on the Data Ribbon as shown in Fig.4.4.2

Fig. 4.4.2: Subtotal is in Outline in Data Ribbon

1. Sort our list by Lorry No.
2. Choose SUBTOTAL from the Outline group on the Data Ribbon the dialog box will appear
as shown in Fig.4.4.3

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Fig. 4.4.3: Subtotal Dialog Box with various options

3. Click the dropdown list arrow to the right of the At each change in box to display our
column headings. Pick Lorry No.i.e. the heading of the column we want to sort the data.
4. Out of the dropdown list Use Function select SUM (there are other operations also)
5. Use the scroll arrows in Add subtotal to and check the box Freight. We can add subtotals
to more than one column.
6. Set the options for new subtotal.
7. If we want each subtotaled group on a separate page, select Page Break between groups .
8. Summary below Data adds subtotals and an overall total below the groups rather than
above.
9. To ensure that new subtotals overwrite any existing subtotals select Replace current
subtotals.
10. Click OK.
11. Excel gives us tools for collapsing or expanding the lists. If we look above and to the left of
cell A1, we’ll see a series of three small numbers 1, 2, 3 as shown in Fig.4.4.4. These are the
Group & Outline buttons.

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Fig. 4.4.4: Lorrywise Freight list &collapsing buttons on Top left

There are three types of controls in the outline section:
 Hide detail buttons. When the rows in a group are visible, a hide detail button “-” appears
next to the group.
 Show detail buttons. When we hide a group of rows, the button next to the group changes
to a show detail button “+”. Clicking a show detail button restores the rows in that group
to the worksheet.
 Level buttons. Each of the numbered level buttons represents a level of organization
in a worksheet clicking a level button hides all levels of detail below that of the button you
clicked.
12. We can use them to collapse subtotaled data in order to get the summary report we’re
looking for as shown in Fig.4.4.5.

Fig. 4.4.5: Lorrywise summary of Freight paid

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13. We can then use Filter to filter for case where Overall freight paid is more than Rs. 75,000.
Gist: We have created a list of cases where aggregate of freight paid to a lorry is more than
Rs.75,000 and we can check for TDS compliances in those areas.
Commands learnt: Data > Subtotal, Data >Filter
Food for thought:
Summary Functions for data analysis:
 Sum The sum of the values. This is the default function for numeric source data
 Count The number of items. The Count summary function works the same as the COUNTA
worksheet function. Count is the default function for source data other than numbers
 Average The average of the values.
 Max The largest value.
 Min The smallest value.
 Product The product of the values.
 Count Nums The number of rows that contain numeric data. The Count Nums summary
function works the same as the COUNT worksheet function.
 StdDev An estimate of the standard deviation of a population, where the sample is all of
the data to be summarized.
 StdDevp The standard deviation of a population, where the population is all of the data to
be summarized.
 Var An estimate of the variance of a population, where the sample is all of the data to be
summarized.
 Varp The variance of a population, where the population is all of the data to be summarized.

4.5 DATA CONSOLIDATION

If we have data on separate worksheets we can check them individually in separate worksheets,
but would be great, if we can get summarised results into one worksheet. Excel 2010 allows this
though CONSOLIDATE feature under Data Tab thereby lets us to pull-each record from the
separate worksheet, consolidating data from into single master sheet. Consolidation is used for
budgets, inventory requirements, business forecasts, surveys, experimental results and a lot more.
Consolidation is the process of combining values from several ranges of data either from within
the same or different workbooks. It can be used to summarise data from different worksheets
into master worksheet and create a report using a variety of calculations.
The worksheets we consolidate can be in the same workbook as the master worksheet or in
multiple workbooks.
Benefits of consolidation of data
 Easy updation.
 Aggregation in one window on regular or adhoc basis.
Data can be consolidated in different manner:
 Consolidated by Position when all the referring data is in the same location and order.
 Consolidate by Category when location and order is not the same.

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 Consolidated by Formula
 Consolidated by Pivot tables
Consolidate by Position
Useful, when worksheet data is identical in order and location. This Consolidation works
like layering i.e. if we open the workbook we wish to consolidate, we specify the ranges to
consolidate, then the values in one worksheet are layered on those of another worksheet until
all the worksheets are overlaid. It is then that we can select the calculation to be performed on
the data. We could use Sum, Count, Average, Max, Min, Product, StdDev, StdevP, Var, etc.
We can also, by checking the create links to source data box, have the consolidation to update
automatically when the source data changes.
Consolidate by Category
Useful, when data is organized differently but has identical row and column labels. This
consolidation works in nearly the same way but in this case while selecting data to consolidate,
we have to include row and/or column headings. Excel will then examine the row and/or column
headings and will be able to plot the layout of theworksheets and consolidate data by examining
the contents of the ranges to be used.
Consolidate using 3-D Formulas
Useful, when worksheet data does not have a consistent layout or pattern. 3-D formulas are
formulas that refer to multiple worksheets and can be used to combine this type of data. A formula
such as =SUM(Sheet1!A6,Sheet2!C12, Sheet3!H9) or = SUM(Sheet1:Sheet6!b3) can be used to add
cells from different worksheets to consolidate into a Summary sheet. This type of consolidation
does not use the consolidate dialog box found under Data>Consolidate, but is created entirely
as a formula, so therefore will automatically update if the data it is dependent on changes.
Consolidate using a PivotTable report
We can create a PivotTable report from multiple consolidation ranges. This method is similar to
consolidating by category, but it offers more flexibility to reorganize the categories.
Data consolidation’s big advantage or disadvantage depending on perspective is that it generates
a table filled with numbers, rather than formulas. Using consolidation feature we can consolidate
data from multiple files and not worry about losing the information if the source files move or
their structure changes.
4.5.1 Data Consolidation in multiple worksheets
Case Study 4.5: CA Laxman Prasad has Operating results of 4 quarters in 4 worksheets Q1,
Q2, Q3 & Q4 and they are having same layout and he wants to consolidate them into annual
operating results.
Strategy:
We can help him consolidate the same using excel as follows:
Consolidate by position
1. In each worksheet that contains the data that we want to consolidate, set up the data by
doing the following:
 Ensure that range of data is in list format with Labels/Headers in first row.
 There are no blank rows & columns within list.

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 Each range which we want to consolidate is on a different worksheet.
 Each range has the same layout.
In our case all the worksheets are on same layout.
2. We can also give each quarter results, a Name range. Go to the first sheet by the name
of Q1 and select the data, from top-left corner of the sheet, enter Quarter_1, as shown in Fig.
4.5.1 below.

Fig.4.5.1: Naming a range in Worksheet

Alternate strategy:
Since layout of all worksheets is same we can select B1:B9 also
3. Repeat the same procedure in other sheets Q2, Q3 & Q4 to assign them name range Quarter_2,
Quarter_3 and Quarter_4 respectively.
4. NowClick the upper-left cell of the destination area for the consolidated data (in our case
“Annual worksheet”)
This is where the consolidated data will begin.
5. From the Data menu, under Data tools choose Consolidate.

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Fig.4.5.2: Consolidation is in the data tab under data tools

6. Consolidate Dialog Box appears as shown in Fig.4.5.3

Fig.4.5.3: Use Sum under function and add the reference & other options
7. In the Function box, click the operation we want to use to consolidate the data. Since we
want to Annual results we will use SUM (there are however 11 operations possible)
 Sum, Count, Average
 max, Min, Product
 Count Nums, STDdev
 StdevP, Var, VarP
8. In the Reference box, enter a source area we want to consolidate. If the worksheet that
contains the data that we want to consolidate is in another workbook, click Browse to locate
that workbook and then click OK to close the Browse dialog box.

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In our case since we have defined Name range and sheets are in the same workbook. So press
F3 on keyboard to open name ranges in Paste Name dialog and select Quarter_1, rather than
selecting sheets manually, which could be hectic if we are dealing with huge spreadsheet.
9. Click Add.
10. Repeat steps 8 and 9 for each source area to consolidate i.e. Quarter_2, Quarter_3 and Quarter_4
respectively.

Fig.4.5.4: Press F3 to open name Ranges in paste Name dialog box

11. To update the consolidation table automatically when the source data changes, select the
Create links to source data check box.
To create links, the source and destination areas must be on different worksheets. Once we
create links, we cannot add new source areas or change the source areas that are included
in the consolidation.

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Fig.4.5.5:Adding all the references, enable create links to source data

Upon click OK, we will notice that the values from the sheets have added-up in to final sheet,
as shown in the Fig.4.5.6 below.

Fig.4.5.6: Final result after consolidation of data

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12. To set up the consolidation so that we can update the consolidation manually by changing
the included cells and ranges, clear the Create links to source data check box.
13. When we consolidate by position, MS Excel does not copy the category labels in the source
areas to the destination area. If we want labels for the destination worksheet, copy them or
enter them manually.
Gist: We have consolidated Quarterly operating Results to Annual operating results.
Commands discussed: Data > Consolidate, Naming ranges
Case Study 4.6: CA Laxman Prasad has Operating results of 4 quarters in 4 worksheets Q1, Q2,
Q3 & Q4 but the layout is different for each worksheet as given below in Fig.4.6.1 and he wants
to consolidate them into annual operating results.

Fig. 4.6.1: Quarterly Operating Results for 4 Quarters with different layout
Strategy:
We can help him consolidate the same using excel as follows:
Consolidate Data by Category:
1. The steps 1-10 are the same as in case Study1.5
2. While consolidating- Under Use labels in, select the check boxes that indicate where the
labels are located in the source area: either the top row, the left column or both.
3. To update the consolidation table automatically when the source data changes, select the
Create links to source data check box.
4. Labels in a source area that do not match any labels in the other source areas result in
separate rows or columns when we consolidate data.
5. In this case also result is as shown in Fig. 4.6.2.

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Fig. 4.6.2: Annual Operating Results after consolidation with Category

Gist: We have consolidated Quarterly operating Results to Annual operating results.
Commands Learnt: Data > Consolidate
Case Study 4.7: CA Laxman Prasad has Operating results of 4 quarters in 4 worksheets Q1, Q2,
Q3 & Q4 he wants to consolidate them into annual operating results but he does not want us
to use consolidation function.
Strategy:
We can help him consolidate the same using excel as follows:
4.5.2 CONSOLIDATION THROUGH 3D FORMULAS
We can also consolidate data by using 3D formulas to consolidate the Annual results.
1. Go to sheet Annual, First let us copy the labels in the right column then to get the values,
Click in cell B2
2. Type in the formula =’Q1'!B2+’Q2'!B2+’Q3'!B2+’Q4'!B2 Alternatively we can also use the
formula =SUM(‘Q1:Q4’!B2)
3. In the figure 4.7.1 below we have used in B3 the formula =SUM(‘Q1:Q4’!B3)
This is how using a 3D formula, we can add cells from multiple worksheets.

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Fig. 4.7.1: Use of 3D Formulas for consolidation

Tip: If we reference 4 sheets like = SUM (‘Q1:Q4’!B3) and we add any Worksheets between Q1
and Q4 those sheets will automatically be included
Challenge: in the above case layout is same, but, if Layout of each sheet is different in that case
can we use 3D formula
Case Study 4.8: Our Client M/s Jumbo Industries has given us an Invoice list inan Excel sheet,
wherein they have Name of customers, Invoice nos, Amount and Profit in each invoiceand we
want to combine the sales by customer to produce a customer wise report.
Strategy:
There are times when we will want to consolidate just a single range of data. This would be
effective if we needed to combine duplicate customers from one list.
CONSOLIDATING DATA IN SINGLE WORKSHEET
1. Go to a blank section of the worksheet, such as cell G1 and select Data>Consolidate.
2. In the Consolidate dialog, choose A1:E15 as the reference, Click Add.
3. In Use Labels in select Top Row and Left Column, as shown in Figure 4.8.1. Click OK.

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Fig. 4.8.1: To consolidate in single sheet

4. The resultant range we get a customerwise aggregation of invoice totals & profit as shown
in Fig. 4.8.2.

Fig. 4.8.2: In Single Sheet consolidation data is consolidated customerwise

Case Study 4.9: Our Client M/s Jumbo Industries has given us an Invoice list in an Excel sheet,
wherein they have given Customer & Invoice information of Head office in Columns A-C and
Branch in Columns D - E as shown in Fig 4.9.1., we want to combine the sales by customer to
produce a customer wise report out of these two lists in same sheet.

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Fig. 4.9.1: Invoice list of HO in Columns A-C and Branch in Columns D-F
Strategy:
We can use Consolidate function in Excel as follows
CONSOLIDATING MULTIPLE LISTS IN SINGLE WORKSHEET
1. Go to a blank section of the worksheet, such as cell G1 and select Data>Consolidate.
2. In the Consolidate dialog, choose range A1:C15 as the reference, Click Add.
3. Repeat step 2 for range D1:F15
4. In Use Labels in select Top Row and Left Column, as shown in Figure 4.9.2. Click OK.

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Fig. 4.9.2: Select Two lists as ranges & Enable Top Row & Left Column
5. The resultant range we get a customerwise aggregation of invoice totals as shown in Fig.
4.9.3.

Fig. 4.9.3: Customerwise sales list

Gist: We have created a customerwise list of total sales.
Commands Learnt: Data > Consolidate

4.6 WHAT IF ANALYSIS

We can perform a sensitivity analysis or What-if Analysis in Excel. Something to help assess a
business’s performance on both a historical and projected basis is financial model. It provides a
way for the analyst to organize a business’s operations and analyse the results in both vis-à-vis

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itself over a time period i.e. this year vs previous year, this quarter vs previous quarter or may
be analyse performance against benchmarks or other industry peers.
Once we have input both historical financial results and assumptions about future performance,
we can then calculate and interpret various ratio analysis, scenarios and other operational
performance metrics such as profit margins, inventory turnover, cash collections, leverage and
interest coverage ratios, among numerous others.
What-if analysis has powerful Excel tools that allowus to see what the desired result of the
financial model would be under different circumstances. It allows us to select two variables or
assumptions, in the model and to see how a desired output, such as earnings per share or profit
would change based on the new assumptions. It includes, Goal seek, Scenario manager and data
table. It gives us lots of flexibility to when it comes to analysis and presentation of data.
Scenarios and Data Tables take sets of input values and determine possible results. A data table
works only with one or two variables, but it can accept many different values for those variables.
A scenario can have multiple variables, but it can accommodate only up to 32 values. Goal Seek
works differently from scenarios and data tables in that it takes a result and determines possible
input values that produce that result.
4.6.1 GOAL SEEK
After Assembly elections we are glued to the news where psephologist are analyzing elections
and predicting so many votes needed to achieve the goal of getting elected. We want to achieve
the target sales or we want to achieve the goal of profit. In all these cases we want to achieve a
certain goal and we want to analyse inputs required for the same.
The Goal Seek feature in Excel 2010 is a what-if analysis tool that enables us to find the input
values needed to achieve a goal or objective.
This back-solves the problem and finds the input value that satisfies our requested output value.
We can think of Goal Seek as opposite of formulas. Formulas tell us what is the output of some
inputs connected with an equation. Goal seek tells us what inputs we need to give in order to
get certain output.
Goal Seek requires following Information.
 Set cell – The output cell.
 To value – the target value of the output cell.
 By changing cell - The cell that should change.
Two important criteria for using Goal seek
 The set cell must contain a formula.
 By changing cell should never contain a formula.
Case Study 4.10: As a Mortgage Analyst in a Bank we propose to give a Housing Loan to a
prospective client on following terms
 Loan amount Rs. 20,00,000.
 ROI Annual 12%
 Term 240 Months
We calculate the EMI but our client says he cannot spare more than 21000 every month. We
want to reset the term to achieve targeted EMI of 21000 pm.

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Strategy:
1. We first set up Formula to calculate EMI in Excel =-PMT(B4/12,B5,B3) as shown in Fig.4.10.1
which is based on syntax = PMT (rate,nper,pv,fv,type)
 Rate is the interest rate for the loan. In our case it is 12 % i.e. cell B4. The rate of interest
should be in accordance with periods. Since period is in months use monthly interest i.e.
B4/12
 Nper is the total number of payments for the loan. In our case it is 240 months i.e. cell B5
 Pv is the present value or the total amount that a series of future payments is worth now
also known as the principal. In our case it is 20,00,000 i.e. cell B3
 Fv is the future value or a cash balance we want to attain after the last payment is made.
If fv is omitted, it is assumed to be 0 (zero), that is, the future value of a loan is 0.
 Type is the number 0 or 1 and indicates when payments are due. If type is omitted, it is
assumed to be 0 which represents at the end of the period. If payments are due at the
beginning of the period, type should be 1.

Fig. 4.10.1: Setting up formula to calculate EMI

1. Go to a Goal Seek under What-if Analysis under Data Tools in Data Ribbon as shown in
Fig. 10-2

Fig. 4.10.2: Goal Seek under What-if Analysis under Data Tools
2. Activate Goal Seek Dialog Box.
3. The “Set cell” must always contain a formula or a function, in this case set it to cell B8.
4. Under “To Value” enter 21000 which is the target EMI.

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5. Then finally click or tab to the “By changing cell”,which must contain a value only and select
cell that we wish to change in this case Cell B5 which has term for repayment as shown in
Fig.4.10.3

Fig. 4.10.3: Enter the values in Goal Seek Dialog Box

6. Click OK.
7. The Goal Seek solution in cell B5 is 306 Months as shown in Fig.4.10.4

Fig. 4.10.4: Goal seek gives a solution

Gist: We have created a Goal Seek solution & will propose a repayment period of 306 Months.
Commands Learnt: Data > What if analysis>Goal Seek, PMT Function
4.6.2 SCENARIO MANAGER
When preparing a budget, the Marketing and Finance departments may have different forecasts
for sales. We can store each forecast as a Scenario, print them separately or compare them side-
by-side. We can use Excel Scenarios to store several versions of the data in a worksheet.
As the name indicates Excel 2010’s Scenario Manager enables us to create different scenarios i.e.
different results based on different sets of input values (such as Best Case scenario, Worst Case
scenario and Most Likely Case scenario). The key to creating the various scenarios for a table is to
identify the various cells in the data whose values can vary in each scenario. We then select these
cells (known as changing cells) in the worksheet before we open the Scenario Manager Dialog box.

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We can use the Scenario Manager to perform sensitivity analysis by varying as many as 32 input
cells.
We could create lots of different scenarios for different aspects of a spreadsheet and then
permutate applying them or create more complex scenarios built from our initial ones. Scenarios
can be imported and exported, so users of similar layout spreadsheets can apply scenarios
someone else has created.
Case Study 4.11: We are creating a sheet containing quarterly operating results of 4 quarters.
And in last column we have Annual results. We have a case where quarter to quarter growth
of sales, COGS and expenditure have been taken at 2%, 3% & 5% as shown in Fig 4.11.1 but
we want to create scenarios where the growth rates may be different. So we now want to also
create a Best case scenario and worst case scenario with assumptive growth rates 3%, 3% &
5% and 1%, 2% & 2% respectively.

Fig. 4.11.1: Quarterly operating results

Strategy:
We can create scenarios using Scenario Manager.
1. Go to a Scenario Manager under What-if Analysis under Data Tools in Data Ribbon as
shown in Fig. 4.11.2

Fig. 4.11.2: Scenario manager under What-if Analysis under Data Tools
2. The Scenario Manager dialog box appears.
3. To create a scenario, click the Add button.
4. An Add Scenario dialog box appears.
5. Type the name of the scenario (Best Case, in this example) in the Scenario Name text box,
specify the Changing Cells (if they weren’t previously selected) and click OK as shown in
Fig.4.11.3.

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Fig. 4.11.3: Enter the scenario in Add Scenario Dialog Box

6. Excel displays the Scenario Values dialog box.
7. Enter the values for each of the changing cells in the text boxes. In this example, we would
enter the following values for the Best Case scenario:
0.02 in the Sales text box
0.03 in the COGS text box
0.05 in the Expenses text box as shown in Fig.4.11.4

Fig. 4.11.4: Enter values for the changing cells

7. Click the Add button.
8. Excel redisplays the Add Scenario dialog box.
9. Repeat Steps 5 through 7 to enter the other scenarios
10. When we finish entering values for the final scenario, click OK instead of Add.
11. The Scenario Manager dialog box makes another appearance, this time displaying the names
of all scenarios in its Scenarios list box as shown in Fig.4.11.5

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Fig. 4.11.5: All the scenarios are displayed we can see any scenario using show
12. To have Excel plug the changing values from any scenario into the table, click the scenario
name in the Scenarios list box and then click Show.
13. Click the Close button when we’re finished with the Scenario Manager. After adding the
various scenarios for a table in ourworksheet; don’t forget to save the workbook.
14. That way, we’ll have access to the various scenarios each time we open the workbook in
Excel by opening the Scenario Manager, selecting the scenario name and clicking the Show
button.
15. We can also create a summary by clicking Summary on Scenario Manager Dialog Box.
16. A scenario summary dialog box would appear, by specifying the result cells, a summary
report can be created as shown in Fig. 4.11.6.

Fig. 4.11.6: Summary of all the scenarios

Gist: We have created Scenarios for different Growth rates.
Commands Learnt: Data > What if analysis>Scenario Manager
Food for Thought: The Scenario Pivot Table Report option on the Scenario Summary dialog
box presents the scenario results in a PivotTable format.

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Food for Thought: It’s hard to create a lot of scenarios with the Scenario Manager because we
need to input each individual scenario’s values. Monte Carlo Simulation makes it easy to create
many scenarios.

4.7 SOLVER
In many situations we want the best way to do something. Excel Solver can solve problems for
us. That simple!
Solver is an Excel add-in that can solve problems by enabling a Target cell to achieve some goal.
This goal may be to minimise, maximise or achieve some target value.It solves the problem by
adjusting a number of input cells according to a set of criteria or constraints which are defined
by the user.
Solver is a planning and analysis tool that enables users to find optimal solutions for Excel models
that maximize profit or minimize cost or risk, by automatically adjusting multiple input cells. It
is used in a wide range of industries, with a common thread of finding the best way to allocate
scarce resources.
Solver in Excel 2010, was developed by Frontline Systems Inc. and licensed to Microsoft. Frontline
offers more powerful Solvers, for use inside and outside Excel, directly to end users via its Website
http://www.solver.com.
For a given problem, excel solver can run various permutations and combinations and find out
best possible solution for us. It is like goal seek, but better.
For Goal Seek with more than one changing cell use solver. Wherever complex trial and error
analysis is required solver should be used. Solver can alter a formula not just to produce a set
value but also to maximize or minimize the results. Solver helps us answer optimization problems
elegantly.
An optimization model has three parts:
 Target cell - represents the objective or goal. Multiple Target can also be there.
 Changing cells-which can be changed/ adjusted to optimize Target.
 Constraints- Logical conditions within which solution is desired.
Solver is available in Excel as an Add-in.
To install Solver, click the File tab, click Options and then click Add-Ins.

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Fig.4.7.1: File Tab > excel Options>Add-ins

In the Manage box at the bottom of the dialog box, select Excel Add-Ins and click Go. Select the
Solver Add-In check box in the Add-Ins dialog box and click OK as shown in Fig.4.7.2

Fig.4.7.2: Check solver Add-in

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After Solver is installed, we can run Solver by clicking Solver in the Analysis group on the Data
tab.

Fig.4.7.3: Solver
The Solver Parameters dialog box will appear as shown in Fig. 4.7.4.

Fig.4.7.4: Solver Parameter Dialog Box

Solver in Excel 2010 provides us with following solving methods:
The Simplex LP engine is used to solve linear optimization problems.
The GRG Nonlinear engine is used to solve optimization problems in which the target cell and/
or some of the constraints are not linear

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The Evolutionary engine is used when our target cell and/or constraints contain non smooth
functions that reference changing cells.
Solver searches all feasible solutions and finds the one that has the “best” target cell value (the
largest value for maximum optimization or the smallest for minimum optimization). Such a
solution is called an optimal solution.
Case Study 4.12: As CFO for a Icecream wallah pvt. Ltd that produces six different flavours of
Ice creams at its New delhi plant. Production of each product requires labor and Milk as its
primary raw material. We set up the data as shown in Fig. 4.12.1 relating to different Favours
of ice-creams. Row 4 in shows the production in litres of each flavor, Row 5 shows the hours
of labor needed to produce a Litre of each Flavour and row 6 shows the Litres of Milk needed
to produce a Litre of each Flavour. For example, producing a Litre of Butterscotch Ice-cream
requires 5 hours of labor and 0.8 Litres of Milk. For each Flavour, the Sales price perLitre is given
in row 7, the cost per Litre is given in row 8 and the profit contribution per Litre is given in row
10. The monthly demand for each icecream is given in row 9.This month, 5000 hours of labor
and 2000 Litres of Milk are available. How can Icecream wallah maximize its monthly profit.

Fig. 4.12.1: Product wise data of Icecreamwallah P. Ltd.

Strategy:
We can solve this problem using Solver which is under Analysis group under data tab.
1. The key to solution is to compute the resource usage and profit associated with any product
mix.
2. In row 12 we set up labour for each Flavour by using the formula =C4*C5 and use Sum
in A12, Similarly set up Milk Used in row 13. Alternately we could also use the Function
SUMPRODUCT.
3. To calculate Total profit we can use Sum Product as =SUMPRODUCT(C10:G10,$C$4:$G$4)
which simply means the formula =C10*$C$4+D10*$D$4+E10*$E$4+F10*$F$4+G10*$G$4 or
which means (Flavour 1 profit per Litre)*(Flavour 1 Litres produced) + (Flavour 2 profit per
Litre)*(Flavour 2 Litres produced) + ...(Flavour 6 profit per Litre)*(Flavour 6 Litres produced).

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4. For considering solver the inputs are as follows:
 Target- Maximise profit i.e. cell C15.
 Changing Cells- Number of Litres produced.
 Constraints- Following Constraints are there
 Not to use more labour than available i.e. Total labour i.e. A12 is not more than Available
Labour i.e. A5.
 Not to use more Milk than available i.e. Total Milk i.e. A13 is not more than Available
Milk i.e. A6.
 Not to produce more than Demand.
 Production cannot be negative.
5. Now click Solver under Analysis group under Data tab.
6. Solver parameter box will appear.
7. Click the set objective box and then select the profit cell (cell C15). Click the By Changing
Variable Cells box and then point to the range C4:G4, which contains the Litres produced
of each Flavour. As Shown in Fig. 4.12.2.

Fig. 4.12.2: Solver Dialog Box

8. Now Add Constraints as follows click add and Add Constraint Dialog box will appear
To add the resource usage constraints, click the Cell Reference box and then select the cell
$A$12:$A$13 Select <= from the middle list. Click the Constraint box and then select the
cell $A$5:$A$6. The Add Constraint dialog box should now look as shown in Fig.4.12.3

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Fig. 4.12.3: Add Constraint Dialog Box with resource contraints

9. Click add to add to add another constraint ie $C$4:$G$4 <= $C$9:$G$9 which ensures that
production will always be less than demand.
10. Selecting the Make Unconstrained Variables Non-Negative check box ensures that all the
changing cells are forced to be greater than or equal to 0.
11. Next choose Simplex LP from the Select A Solving Method list. We choose the Simplex LP
engine because the product mix problem is a special type of Solver problem called a linear
model. Essentially, a Solver model is linear under the following conditions:
 The target cell is computed by adding together the terms of the form (changing cell)*(constant).
 Each constraint satisfies the linear model requirement. This means that each constraint is
evaluated by adding together the terms of the form (changing cell)*(constant) and comparing
the sums to a constant.
12. This problem is linear because target cell is calculated as (Flavour 1 profit per Litre)*(Flavour
1 Litres produced) + (Flavour 2 profit per Litre)*(Flavour 2 Litres produced) + ... which is of the
form (changing cell)*(constant).

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Fig. 4.12.4: Solver dialog Box with constraints & other options
13. After we click Solve, Solver calculates an optimal solution (if one exists) for the product
mix model. An optimal solution to the product mix model would be a set of changing cell
values (Litres produced of each Flavour) that maximizes profit over the set of all feasible
solutions.
14. The result we get is as shown in Fig 4.12.5

Fig. 4.12.5: Solution given by solver optimising the production of product mix

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15. Solver also prompts us if we want to save it as a scenario.
Gist: We have used Solver for Maximising Profit within given constraints
Commands Learnt: Data >Solver
Food for Thought:
In the above scenario let’s assume we have a constraint that demand for each product must be
met. We then have to change our demand constraints to $C$4:$G$4 >= $C$9:$G$9. To do this,
open Solver, select the $C$4:$G$4 <= $C$9:$G$9 constraint and then click Change. When we
click Solve, we’ll see the message “Solver could not find a feasible solution.” This message does
not mean that there is a mistake in our model, but rather that with limited resources, we can’t
meet demand for all products. Solver is simply telling us that if we want to meet demand for
each product, we need to add more labor, more milk or more of both.

4.8 STATISTICAL ANALYSIS USING DATA ANALYSIS

A lot of times people freak out when they hear the word statistics. That’s too bad because many
of the most useful statistical tools available to us are simple, easy-to-understand descriptive
statistics. Descriptive statistics provides us with insight into the characteristics of a restricted set
of beings or objects. They can be interesting and useful.
With our data laid out properly, we can easily and efficiently combine records into groups, pull
groups of records apart to examine them more closely. When we look at the statistics, we begin
to understand what the numbers have to say.
Descriptive Statistics and many more options are available in Data Analysis which is available
in Excel as an Add in.
To install Analysis ToolPak, click the File tab, click Options and then click Add-Ins. In the
Manage box at the bottom of the dialog box, select Excel Add-Ins and click Go. Select the Analysis
ToolPak check box in the Add-Ins dialog box and click OK.
After Analysis ToolPak is installed, we can run Analysis ToolPak by clicking data analysis in
the Analysis group on the Data tab and then selecting Descriptive Statistics as shown in Fig.
Case Study 4.13: We are looking at a file which has daily rates of USD and Euro for a period
of April 2012 as shown in Fig. 4.13.1. We want to create a set of descriptive statistics for this
data.

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Fig. 4.13.1: USD & Euro for April 2012

Strategy:
We can solve this problem using Descriptive Statistics which is available in Data Analysis under
Analysis under data tab.

Fig. 4.13.2: Data analysis

1. As we click on Descriptive statistics a Descriptive Statistics Dialog Box will appear as shown
in Fig 4.13.3.

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2. Fill in the data Input range is Daily rates of USD & Euro located in range $B$1 : $C$19
(Including Labels). Since each data set is in a different column we use Grouped by: Columns.
Select Labels in First Row. Select E1 as the first cell for output Range Select summary
statistics so that most commonly used descriptive statistics are displayed.

Fig. 4.13.3: Descriptive Statistics Dialog Box

3. When we click OK the descriptive Statistics are displayed as shown in Fig. 4.13.4

Fig. 4.13.4: Descriptive Statistics for USD & Euro daily Rates

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Gist: We have learnt the use of Descriptive statistics
Commands Learnt: Data >Data Analysis> Descriptive Statistics
Food for Thought: Interpretation of various Descriptive Statistics is as follows:
Mean: The mean of a data set is written as x and is refers to the total divided by the count or is
the average of all observations in the sample. If the data values were x1, x2,xn, Mean =
1

in
= xi
n i1

Here, n equals the number of observations in the sample and x is the ith observation in the sample.
Thus Mean Rate of USD is 51.80. Thus, we can think of a data set’s mean as a “balancing point” for
the data. This information can obtained by use of AVERAGE Function in excel to calculate mean.
Median: The median of a group of observations is usually and somewhat casually, thought of as
the middle observation when they are in sorted order half the observations lie below the median
while half lie above it. When a sample includes an even number of observations, we can simply
average the two middle observations. The median is right on the 50th percentile of any Sample.
This information can also be obtained by using the MEDIAN function.
Mode: If we’re thinking of average as a measure of what’s most popular, we’re usually thinking
in terms of a mode—the most frequently occurring value. Mode tells us which one of several
categories occurs most frequently. Thus for USD no value occurred more than once the mode is
#NA and for Euro Mode is 67.65 because Value 67.65 occurred more than once. This information
can be obtained by using the MODE function also.
When to use Mean, Median or Mode: If the data is Symmetric i.e. does not have an excessive
skew mean is better Otherwise median is a better measure wherever there is excessive skew.
Like If we are to look at property prices in New Delhi, Median would be a better measure since
some properties could be very highly priced thereby distorting the mean.
Skewness: Skewness quantifies the lack of symmetry in a probability distribution. A skewed
distribution has values whose frequencies bunch up in one tail and stretch out in the other tail.
 A skew of greater than +1 indicates high positive skew.
 A Skew of less than -1 indicates a high negative skew
 A skew between -1 and +1 indicate relatively symmetric data.
In the above case Euro indicate a slight positive skew.Whereas USD shows almost symmetric
distribution.
Kurtosis: A distribution might be symmetric but still depart from the normal pattern by being
taller or flatter than the true normal curve. This quality is called a curve’s kurtosis. Positive
kurtosis means a data is more peaked than Normal random variable.
Sample variance and sample standard deviationA standard deviation describes how values in a
data set vary around the mean. Another way to say this same thing is that a standard deviation
describes how far away from the mean the average value is. In fact, we can almost think of a
standard deviation as being equal to the average distance from the mean, not exactly the technical
definition but pretty close concept.

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The sample variance s2 is defined by the following formula.
i n
1
s =
2
n–1 i 1 xi – x 
2

Sample variance is the average squared deviation of the data from its mean. Intuitively, it seems
like we should divide by n to compute a true average squared deviation, but for technical reasons
we need to divide by n–1. Dividing the sum of the squared deviations by n–1 ensures that the
sample variance is an unbiased measure of the true variance of the population from which the
sampled data is drawn. Wecalculate the variance before we calculate the standard deviation.
Standard deviation S is just the square root of S2. It’s a deviation because it expresses a distance
from the mean: a departure from the mean Value The variance is a different matter. It’s the square
of the standard deviation and it’s fundamental to statistical analysis,
Range: The maximum value in a set minus the minimum value. It’s usually helpful to know
the range of the values in a frequency distribution, if only to guard against errors in data entry.
Many valuable insights can be derived from descriptive statistics. Descriptive statistics can be
used to compare two data sets. For example in the data i.e. daily rates of USD & EURO above
we can conclude the following:
 Euro rates are more variable as compared to USD (if we look at Standard deviation, Variance
& range).
 Euro rates are more positively skewed as compared to USD which are more symmetric
(Skewness).

4.9 NESTED IFS

An IF formula, containing more than one IF statement is called a nested IF formula. When we
need to have more than one condition and more than two possible outcomes a NESTED IF is
required.
This is based on the same principle as normal if statement but involves “Nesting” a secondary
formula inside the main one. The secondary IF forms the False part of the main statement.
“Nesting” IF functions increases the flexibility of the function by increasing the number of
possible outcomes.
=IF(1st Logic test,1st True Value, IF (2nd Logic Test,2nd True Value, False Value))
Only if Both Logic tests are found false will the false value be returned. There are two sets of
parentheses, as there are two separate IF statements. This process can be enlarged to include
more conditions and more eventualities.
Excel allows up to a staggering 64 nested IF() statements in one formula to create a complex IF
THEN ELSE statement. However care must be taken to ensure that correct number of parentheses
is added.
Case Study 4.14: We have 3 Tax slabs for Income Tax as follows:
 If Income is less than 200000 Tax rate 0%
 If Income is more than 200000 and less than 500000 Tax Rate 10%
 If Income is more than 500000 and less than 1000000 Tax Rate 20%
 If Income is more than 1000000 Tax Rate 30%

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Use a NestedIF to calculate income of a person.
Strategy:
We can use a NESTED IF Formula as follows
1. for calculating tax on Income which is in cell A2 as follows:
 Test for the highest condition first. Excel stops testing when the first condition is met.
 There is only one argument left in the current IF function—the argument for value_if_false.
 Instead of using a value as the third argument, start a second IF function to be used if the
first test is FALSE
=IF(A2<=200000,A2*0%,IF(A2<=500000,A2*10%,IF(A2<=100000,A2*20%,A2*30%)))
This formula basically tells Excel;
 If A2 is less than or equal to 200000 is true Then multiply A2 with 0%
 Else go to second IF condition which is
 If A2 is less than or equal to 500000 is true Then multiply A2 with10%
 Else go to Third IF condition which is
 If A2 is less than or equal to 1000000 is true Then multiply A2 with 20%
 Else multiply A2 with 30%.
Gist: We have Calculated Income Tax Using NestedIFs.
Commands Learnt: NestedIF Function
Excel allows 64 Nested ifs but such a huge formula is very difficult to handle & trouble shoot.
We have a far better & elegant solution in the form of Vlookup.

4.10 LOOKUP FUNCTIONS

Now we come to one of the Star function of Excel which is perhaps one of the most powerful
and most used function as far as Data analysis is concerned.
Lookup functions enable us to “look up” values from worksheet ranges. Microsoft Excel 2010
allows us to perform both vertical lookups (by using the VLOOKUP function) and horizontal
lookups (by using the HLOOKUP function). In a vertical lookup, the lookup operationstarts in
the first column of a worksheet range. In a horizontal lookup, the operation starts in the first
row of a worksheet range.
Because the majority of formulas using lookup functions involve vertical lookups, so we
concentrate on VLOOKUP functions.
VLOOKUP() is the vertical lookup function. We use it to find a specific rowin a large table of
data. VLOOKUP() works by scanning the values in a single column from top to bottom. Once
it finds the entry we’re looking for, it can then retrieve other information from the same row.
VLOOKUP Syntax
The syntax of the VLOOKUP function is as follows.
VLOOKUP(lookup_value,table_array,col_index_num,[range_lookup])
The brackets ([ ]) indicate optional arguments.

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 Lookup value is the value that we want to look up in the first column of the table range.
 Table range is the range that contains the entire lookup table. The table range includes the
first column, in which we try and match the lookup value and any other columns in which
we want to look up formula results.
 Column index parameters are known as offsets. Once the VLOOKUP() function finds the
requested data, the offset tells Excel how many cells to move over inorder to find related
data we want to retrieve.
 Range lookup is an optional argument. The point of range lookup is to allow we to specify
an exact or approximate match. If the range lookup argument is True or omitted, the
first column of the table range must be in ascending numerical order. If the range lookup
argument is True or omitted and an exact match to the lookup value.
Case Study 4.15: We have 3 Tax slabs for Income Tax as follows:
 If Income is less than 200000 Tax rate 0%
 If Income is more than 200000 and less than 500000 Tax Rate 10%
 If Income is more than 500000 and less than 1000000 Tax Rate 20%
 If Income is more than 1000000 Tax Rate 30%
Use Vlookup to calculate income of a person.
Strategy:
In the case study 4.14 we could have 10 slabs in that case Nested if would have 10 Nested IF
statements managing them would become unwieldy. A much more elegant strategy would be
to use Vlookup.
1. Set up the Data in Worksheet as given in Fig 4.15.1.

Fig. 4.15.1: Income Tax slabs with tax rates

2. If the Input Data Income is entered in Cell A2 and we want to Calculate Tax in Cell B2 we
use Vlookup formula as shown in Fig 4.15.2

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Fig. 4.15.2: Using Vlookup to Calculate Tax on Income

3. We are writing a formula where we are multiplying income with tax rate. To calculate Tax
rate from relevant slab we are using Vlookup as follows:
  Look up value in this case is cell A2 i.e. value we want to Look up
 Range is $C$2:$D$5 i.e. range where value is to be looked in leftmost column within the
range
 Column Index in this case is 2 i.e. within the range $C$2:$D$5 answer will come from 2nd
column.
 Range lookup has been omitted thus assumed to be true which means results can be
approximate also.
Basically in this formula, Vlookup will lookup the value of A2 (6,00,000 in this case) and move
along column from C2 to C5 (left most column in range $C$2:$D$5) when it reaches row 4 it
finds an approximate match since, value in row 5 is more than 600000. After freezing on row 4
Vlookup will provide the result from 2nd column in range $C$2:$D$5 for row 4 i.e. 20%
Gist: We have Calculated Income Tax Using VlookUp.
Commands Learnt: Vlookup Function
Food for thought The lookup column has to be the first column or row in the range. That means
we can’t use VLOOKUP() to retrieve columns to the left of the lookup column,

4.11 MYSTERIOUS FOURTH LOOKUP ARGUMENT

The range_lookup parameter or the fourth Argument in Lookup syntax is a Boolean (true or
false) value. If we specify TRUE or leave out this parameter, then Excel finds approximate
matches. If we specify FALSE, Excel gives us either an exact match or, if it finds no match, the
error value #N/A. (We can also substitute 1 for TRUE or 0 for FALSE, if we findthat’s easier.)
Finally, the Type is optional, but if we omit it, Excel assumes “True,” which means that our
database is sorted by the Item To Find column and that we will accept an answer that’s close
but not more than if the actual item can’t be found. For example, suppose we are looking up an
employee by his ID and that the Range issorted by ID, from lowest to highest. If we tell Excel to
look up CustID number 256 and there isn’t one, Excel will look up the closest CustID that isn’t
over 256 (such as say, 255) and give us the results for that person. If we set Type to False, Excel
will only provide an answer if an exact match is found. Also, if we set Type to False, Excel does
not assume that the Range is sorted by CustID.

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In some situations, we do not want VLOOKUP to return a value based on a close match. Instead,
we want Excel to find the exact match in the lookup table.
We would be using FALSE as the fourth parameter in VLOOKUP. We need to do this because
close matches are not acceptable here.
Using VLOOKUP to Join Two Lists
Case study 4.16: We have two excel worksheets - Sheet ‘Cust info’ contains customer No with
name and address and Sheet “Telephone List’ contains Customer no. and Telephone No. We want
to join these two lists so that in Sheet ‘Cust Info’ telephone no. is also displayed.

Fig. 4.16.1: Worsheets with customer Information & customer telephone list
Strategy:
We can use Vlookup to get the Telephone number of customer in Col D of sheet Cust info.
1. The formula would be =VLOOKUP(A2,’Telephone List’!$A$1$:$B17,2,FALSE)
2. In this case Arguments are
  Lookup value is A2 i.e. customer no.
  Range is $A$1$:$B17 in worksheet ‘Telephone List’
  Column No is 2 i.e. 2nd column of range.
  Range lookup- now here lies the trick. If we omit it, Vlookup will try to find approximate
match which we don’t desire. In this case we are interested in exact match so we will be
using “False” so that VLookup returns an exact match

Fig. 4.16.2: To get the telephone number of customer we will use a Vlookup Formula
Gist: We have joined two lists using Vlookup
Commands Learnt: Vlookup Function

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Food for Thought: The two versions of the VLOOKUP formula behave very differently.
VLOOKUP with FALSE, as the fourth parameter, looks for an exact match, whereas VLOOKUP
with TRUE as the fourth parameter looks for the closest (lower) match. In the TRUE version, the
lookup table must be sorted. In the FALSE version, the table can be in any sequence. In every
case, the key field must be in the left column of the lookup table.

4.12 SUMMARY
Excel is an invaluable tool for Consolidation and data analysis by grouping together related data
and rearranging it in the worksheet, it becomes easier to analyze and interpret the data in Excel.
In this chapter, we learned how to apply the different tools available in Excel to organize and
analyze the data. We learned to apply tools like sorting, filters, subtotals and outlining to view
and summarize data as per specific needs. Sorting allows you to rearrange the data while filters
allow for selective viewing of the data. Subtotals and outlines provide options to group the data
in order to view the aggregates. We also learned to consolidate and summarize data given in
different worksheets/workbooks into one single data range.
Finally, we learned to use data analysis tools provided in Microsoft Excel like Goal Seek, Scenarios
and Solver to look at the current state of data, make changes and see how those changes affect
the rest of your data. Goal Seek can work with only one variable while Solver can work with
multiple variables simultaneously. We also learnt to search for data using Logical Functions
NestedIF and the star function of Excel,Vlookup.
In addition, we learned how to install Excel add-ins and use them for performing various kinds
of statistical analysis on the data.

REFERENCES
1. Greg Harvey, ‘Excel 2010 For Dummies’, Wiley Publishing, Inc., Indianapolis, Indiana,2010
2. Conrad Carlberg, ‘Statistical Analysis: Microsoft Excel 2010’,Que Publishing,2011
3. www.chandoo.org
4. www.solver.com

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H
A DATA VALIDATION AND
P
T
E
PROTECTION
R

LEARNING OBJECTIVES
 Understanding data validation features of Excel
 Understanding creation of Drop-Down list
 Understanding display of Invalid data
 Understanding Protection of Cell, Worksheet
 Understanding Protection of a shared workbook

5.1 INTRODUCTION
Data validation is an Excel feature that we can use to define restrictions on what data can or should
be entered in a cell. The data can be protected by simply locking it down, preventing anyone
fromchanging it.
When we’re the only one populating an Excel worksheet with data, it’s not too likelythat the wrong
data will be entered. But things are not the same if many people are populating an excel worksheet.
Fortunately, Excel has data Validation and Workbook protection features to help reduce errors
prevent accidental or intentional modification of data. Using them, we can:
 Prevent people from changing a worksheets structure (inserting or deleting cells, columns,
or rows).
 Prevent people from changing a worksheet’s formatting (including the number format or
other formatting details like column width and cell color).
 Prevent people from editing certain cells.
 Prevent people from entering data in a cell unless it meets certain criteria.
 Provide additional information about a cell in a pop-up tip box.
 Prevent people from editingor even seeingthe spreadsheet’s formulas.
 Prevent people from moving to cells they don’t need to edit or inspect.
The reasons for putting in protection could be many ranging from, we don’t want other people to
tamper with data or to prevent errors especially when the workbooks are shared with data validation,
we can lockout certain types of errors and guide the people using our workbook to make surethey
fill in the right information.
Among other things, we can use data validation to do the following:
 Restrict data to predefined items in a list e.g. Only Specified Departments
 Restrict numbers outside a specified range e.g. between 100 and 600

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 Restrict dates outside a certain time frame e.g. not beyond some end date
 Restrict times outside a certain time frame e.g. only up to 05:00 PM
 Limit the number of text characters e.g. 10 digit PAN
 Validate data based on formulas or values in other cells e.g. Salary not exceeding Rs. 4,00,000
Data validation options are located on the Data tab, in the Data Tools group. We can choose to show
an input message when the user selects the cell. Input messages are generally used to offer users
guidance about the type of data that we want entered in the cell
We can lock down individual cells, a range of cells, or an entire worksheet in orderto prevent anyone
from changing its data. We can also protect a whole workbook, in order toprevent changes to its
structure, such as adding worksheets or changing the workbook window’s size. Finally, when
needed, we can prevent unauthorized users from even opening a workbook at all.

5.2 CREATE A DROP DOWN LIST FROM A RANGE OF CELLS

To make data entry easier in Excel, or to limit entries to certain items that we define “The List” choice
is interesting because it doesn’t justrestrict invalid values, it also lets us add a handy drop-down list
box that appears when anyone using the spreadsheet moves into that cell.
The person who is entering data can use the list to quickly insert an allowed value, without needing
to type it in. We can also type values in by hand, but Excel assumes that if the value we enter doesn’t
match one of the entries in the list, our entry is invalid and will show error message.
Drop-down list of valid entries can be created out ofrange of cells else where on the worksheet or
may be in another worksheet or workbook.
When a drop-down list is created for a cell, it displays an arrow next to that cell. To enter information
in that cell, click the arrow and then click the entry that we want.
Case Study 5.1: We want to create a dropdown list in excel cell of the different Departments on our
CA Firm i.e.Audit & Assurance, Tax, Projects, Consulting, Fraud detection & KPO.
Strategy:
To create a drop-down list from a range of cells,we use the Data Validation feature under the Data Tab.

Fig. 5.2.1: Data Validation under Data Tab

1. To create a list of valid entries for the drop-down list, type the entries in a single column or row
without blank cells.

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Fig. 5.2.2: Type entries in an area of Excel Sheet

2. We first need to sort the data in the order that we want it to appear in the drop-down list.
 Best approach is always defining a name for the list.
 The list could be in another worksheet or another workbook
 Different worksheet in the same workbook - Type the list on that worksheet and then
define a name for the list.
 Different worksheet in a different workbook - Type the list on that worksheet and then
define a name with an external reference to the list.
3. Select the cell where we want the drop-down list.
4. On the Data Tab, click Validation and then click the Settings tab.

Fig. 5.2.3: Data Validation Dialog Box

5. In the Allow box, click List.
6. To specify the location of the list of valid entries, do one of the following:
 If the list is in the current worksheet, enter a reference to our list in the Source box.

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 If the list is on a different worksheet in the same workbook or a different workbook, enter
the name that we defined for our list in the Source box.
 In both cases, make sure that the reference or name is preceded with an equal sign (=).
For example, enter =Deptt.
7. Make sure that the In-cell dropdown check box is selected.
8. To specify whether the cell can be left blank, select or clear the Ignore blank check box.
9. We can also display an input message when the cell is clicked.

Fig. 5.2.4: Select Input Message

10. We can also specify how Excel will respond when invalid data is entered.

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Fig. 5.2.5: Error Message

11. Click OK and we get a Dropdown list in cell A1

Fig. 5.2.6: Drop Down List

12. If we try to give an invalid input we get an error message

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Fig. 5.2.7: Error Message on Invalid entry

Gist: We have Created Drop Down List ofour Departments.
Commands learnt: Data Validation.
Food for thought: To delete a drop down list, select the cell with the list. Click the Data menu and
then click Validation. In the Data Validation dialog box, click the Settings tab and then click Clear All.
Food for thought: We need to know that Data validation has different options which have different
effects on whether Excel tolerates invalid input. The choices are:
Stop. Excel displays the error message along with a Retry and Cancel button.The person using the
workbook must click Cancel to reverse the change (whichreturns the cell to its last value) or Retry
to put the cell back into edit mode andtry to fix the problem. The Stop option is the only Style choice
that completely prevents the person using the workbook from entering invalid data.
Warning. In this case, the error message includes Yes and No buttons that let the person entering the
data decide whether to go ahead with the input. ClickingYes makes Excel accept the data entered
into the cell, even if it breaks the validation rules.
Information. The error message comes with Cancel and OK buttons. Clicking OK enters the new
(invalid) data in the cell; Cancel leaves the cell unchanged.
TIPS FOR WORKING WITH DATA VALIDATION
 If we are planning to protect the worksheet or workbook, protect it after having finished
specifying any validation settings. Make sure that any validated cells are unlocked before
protecting the worksheet. Otherwise, users will not be able to type any data in the cells.
 If we are planning to share the workbook, share it only after having finished specifying data
validation and protection settings. After sharing a workbook, we won’t be able to change the
validation settings unless we stop sharing. However, Excel will continue to validate the cells
that we have designated while the workbook is being shared.
 We can apply data validation to cells that already have data entered in them. However, Excel
does not automatically notify that the existing cells contain invalid data. In this scenario, we

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can highlight invalid data by instructing Excel to circle it on the worksheet. Once we have
identified the invalid data, we can hide the circles again. If we correct an invalid entry, the
circle disappears automatically.
 To quickly remove data validation for a cell, select it and then open the Data Validation dialog
box (Data tab, Data Tools group). On the Settingstab, click Clear All.
 To find the cells on the worksheet those have data validation, on the Hometab, in
the Editing group, click Find & Select and then click Data Validation. After we have found
the cells that have data validation, we can change, copy, or remove validation settings.
 When creating a drop-down list, we can use the Define Name command (Formulas tab, Defined
Names group) to define a name for the range that contains the list. After we create the list
on another worksheet, we can hide the worksheet that contains the list and then protect the
workbook so that users won’t have access to the list.
 If data validation isn’t working, make sure that:
 Users are not copying or filling data -Data validation is designed to show messages and
prevent invalid entries only when users type data directly in a cell.
 When data is copied or filled, the messages do not appear.
 To prevent users from copying and filling data by dragging and dropping cells, clear the Enable
fill handle and cell drag-and-drop check box in the Advanced category of the Excel Options
dialog box (File tab, Options command) and then protect the worksheet.
 Manual recalculation is turned off.
 If manual recalculation is turned on, uncalculated cells can prevent data from being validated
correctly. To turn off manual recalculation, on the Formulas tab, in the Calculation group,
click Calculation Options and then click Automatic.
 Formulas are error free Make sure that formulas in validated cells do not cause errors, such
as #REF! or #DIV/0!. Excel ignores the data validation until we correct the error.
 Cells referenced in formulas are correct - If a referenced cell changes so that a formula in a
validated cell calculates an invalid result, the validation message for the cell won’t appear.

5.3 APPLY DATA VALIDATION TO CELLS

Data validation can be applied to cell to achieve the following objectives:
 Restrict data entry to values in a drop-down list.
 Restrict data entry to a whole number within limits.
 Restrict data entry to a decimal number within limits.
 Restrict data entry to a date/ time within a time frame.
 Restrict data entry to text of a specified length.
 Use a formula to calculate what is allowed.
Restrict data entry to values in a drop-down list
We have already considered this in previous section.

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Restrict data entry to a whole number within limits
E.g. force the person using the workbookto enter a whole number from 100 to 10000.
 In the Data Validation dialog box, click the Settings tab.
 In the Allow box, select Whole number.
 In the Data box, select the type of restriction that we want.eg, to set upper and lower limits,
select between.
 Enter the minimum, maximum, or specific value to allow. We can also enter a formula that
returns a number value. For example we could only want values between 100 and 10000 as
shown in Fig. 5.3.1

Fig. 5.3.1: Data Validation between Limit

Restrict data entry to a decimal number within limits
 In the Data Validation dialog box, click the Settings tab.
 In the Allow box, select Decimal.
 In the Data box, select the type of restriction that we want. For example, to set upper and
lower limits, select between.

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Fig. 5.3.2: Data validation to Decimal number

Restrict data entry to a Date/Time within a time frame
For Example, we want to restrict only to dates in current financial year
 In the Data Validation dialog box, click the Settings tab.
 In the Allow box, select Date /Time.
 In the Data box, select the type of restriction that we want. For example, to allow dates after
a certain day, select greater than.
 Enter the start, end, or specific date/ time to allow. We can also enter a formula that returns
a date.

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Fig. 5.3.3: Data Validation Relating to Dates

Restrict data entry to text of a specified length
For Example, we want to enter PAN No which is 10 digit.
 In the Data Validation dialog box, click the Settings tab.
 In the Allow box, select Text Length.
 In the Data box, select the type of restriction that we want. For example, in the above case
equal to.
 In the Length box select 10 since PAN is 10 digit

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Fig. 5.3.4: Data validation relating to Text length

Use a formula to calculate what is allowed
 In the Data Validation dialog box, click the Settings tab.
 In the Allow box, select the Custom.
 In the Formula box, enter a formula that calculates a logical value (TRUE for valid or FALSE
for invalid entries). For example:to allow only text in cell B2 we could take the formula
=ISTEXT(B2)

Fig. 5.3.5: Data Validation relating to Formula

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5.4 COPY DATA VALIDATION SETTINGS
We have defined data validation in a cell, we now want to copy the data validation settings to other
cells.
 Select the cell that has the data validation that we want to copy.
 On the Home tab, click Copy.
 Select the cells where we want to copy the data validation.
 On the Home tab, under Paste, click the arrow below to Paste and then click Paste Special.

Fig. 5.4.1: Paste Special

 Under Paste, select Validation and then click OK.

Fig. 5.4.2: Paste Validation

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5.5 FIND CELLS THAT HAVE DATA VALIDATION
We wish to locate the cells which contain data validation
 On the Home tab in the Editing group, click Find & Select and then click Go To Special
command to quickly find and select all cells that contain specific types of data (such as data
Validation)

Fig. 5.5.1: Find Cell validation

 Click on Data Validation to find only cells that have data validation rules applied this again
has two options
 Click All to find all cells that have data validation applied.
 Click Same to find cells that have the same data validation as the currently selected cell.
 Thus we can find cells where data validation has been applied.

5.6 USE VALIDATION TO CREATE DEPENDENT LISTS

We can limit the choices in an Excel data validation list, by using named ranges and the INDIRECT
function, to create dependent data validation lists.
Case Study 5.2: We want to create two dropdown lists. The second list should be dependent on what
is selected in the first one. Let’s say we want to first dropdown list with CA Final Groups i.e. Group
I & Group II and in dependent List in 2nd cell we want dropdown list of subjects from relevant list
Strategy:
We can use the INDIRECT function as the source of the secondlist.
1. On a blank sheet, set up a list of items for the first dropdown: Final_Group_I& Final_Group_II.
Name the range Group, as shown in Fig.5.6.1.

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Fig. 5.6.1: Subject with Dropdown list

2. Define the first list.
3. In other columns, set up a list of choices available for each Group e.g. for Final_Group_I,
it could be Financial Reporting, Strategic Financial Management, Advanced Auditing and
Professional Ethics &Corporate and Allied Laws.
4. Name the second list Final_Group_ I, as shown in Fig.5.6.1. It is critical that the range name
for this list match the value in the original list.
5. Repeat step 3 for each item in the first list. In each case, the name of the new range must match
the value in column A. In Fig, the name for C1:C4 would be Final_Group_II.
6. To select the subject from cell D2, select cell D2 and then selectData>Data Validation. Change
the Allow box to List; in the Sourcebox, type =Group.
7. Click OK. Cell D2 will have a dropdown list of Groups.
8. To set up the second dropdown, select cell D4 and then select Data > Data Validation. Change
the Allow dropdown under Validation Criteria from Any Value to List. In the Source box, enter
=INDIRECT(D2), as shown in Fig.5.6.2

Fig. 5.6.2: Data Validation for dependent List

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9. When we select a value in D2, the formula for the second dropdown list will automatically
update, as shown in Fig.5.2.3the INDIRECT function looks in D2 and hopes to find a formula
there. When we select Final_Group_I in D2, the validation formula becomes = Final_Group_I.
Because we cleverly set up a named range called Final_Group_I, Excel is able to populate the
list.

Fig. 5.6.3: Dependent dropdown list

Gist: Using the INDIRECT function with data validation will allow us to set up a second validation
list that is dependent on the choicein an earlier list.
Commands Learnt: Data – Data Validation,INDIRECT()

5.7 DISPLAY OR HIDE CIRCLE AROUND INVALID DATA

Data validation is designed to display messages and prevent invalid entries only when users type
data directly in a cell. In the following cases, validation messages won’t appear and invalid data
can be entered:
 When a formula in the cell calculates a result that isn’t valid.
 When a macro enters invalid data in the cell.
We can audit our worksheets to look for incorrect data that may cause in accurate calculations or
results. We can identify cells with data validation that contain invalid data by displaying a red circle
around them so that we can easily find and correct any problems.Data validation begins policing
a cell only after it’s been applied. If we apply a validation rule and the cell already contains invalid
information, Excel doesn’t complain.
5.7.1 Circle invalid cells
On the Data tab in data tools under Data validation go to Circle Invalid Data

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Fig. 5.7.1: Circle Invalid Data

 Click Circle Invalid Data.
 Microsoft Office Excel displays a red circle around any cells that contain invalid data.
 All cells that don’t meet their data validation criteria are circled, including values that were
typed, copied, or filled in the cells, calculated by formulas, or entered by macros.

Fig. 5.7.2: In the above case study Forensic is invalid

5.7.2 HIDE VALIDATION CIRCLES
 We can do one of the following:
 To remove the circle from a single cell, enter valid data in the cell.
 To hide all circles, On the Data tab in data tools under Data validation go to Clear Invalid
Data.

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Fig. 5.7.3: Clear validation circles

5.8 REMOVE DATA VALIDATION

To remove data Validation
On the Data menu, click Validation. In the Data Validation dialog box, click the Settings tab and
then click Clear All.

Fig. 5.8.1: Remove data Validation

5.9 PROTECT CELL DATA

Excel’s data validation tools help make sure any invalid data doesn’t end up in the worksheets.But
they don’t protect the worksheets against things like accidentally deleted formulas, mistakenly

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scrambled formatting and unintentionally modified values. To defend against these dangers, we
need to use Excels worksheet protection features.
How it works: each cell canhave one of two special settings:
 Locked- When a cell is locked,we can’t edit it.
 Hidden- When a cell is hidden, its contents don’t appear in the formula bar. The cell still
appears in the worksheet, but if the cell uses a formula, it is not visible.
We can use these settings individually or together. When a cell is both locked and hidden, we can’t
edit it, or view it in the formula bar.
On the other hand, if a cell is hidden but not locked, people can edit the cell but can never tell
whether the cell uses a formula, because Excel keeps that information secret.
The most important thing we need to understand about locked and hidden cells is that these settings
come into effect only when the worksheet is protected. If the worksheet isn’t protected, Excel
doesn’t use these settings at all.
In other words, we need to take two steps to buildinga protected worksheet.
 First, we specify which cells are locked and hidden,
 Thenwe finish up by protecting the sheet so our settings take effect.
Interestingly, every cell in the worksheet starts off in an unhidden and locked state.If we switch
on worksheet protection without making any changes, our whole worksheet becomes read-only.
Excel uses this approach for a reason. Typically, we’lluse worksheet protection to make sure the
person using our workbook can editonly a few select cells. It’s much easier to designate the few
cells that are editable than it is to try to select every single cell that needs to be locked.

5.10 PROTECTING A WORKSHEET USING PASSWORD

Worksheet Protection is mainly to prevent serious keying in errors that could damage the worksheet
rather than security against reading content.
By default all cells are protected but protection does not take effect until the sheet itself is protected.
When we protect a worksheet by locking its cells, adding a password to edit the unlocked elements
is optional. In this context, the password is only intended to allow access to certain users while
helping to prevent changes by other users.
Protecting a worksheet involves protecting cells and protecting worksheet.
Case Study 5.3: We want to protect the cells where we have put cell validation so that nobody can
accidentally also change validation settings.
Strategy:
The strategy needed to protect our worksheet:
1. First, unlock all the cells into which we want people to type information.
a. we can perform this procedure one cell at a time, or
b. we can select an entirerange of cells.

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Once we make our selection, right-click it and then choose Format Cells. The Format Cells
dialog box appears as shown in Fig 5.10.1

Fig. 5.10.1: Protection Under Format Cells

2. Click the Protection tab.
3. Turn off the Locked checkbox and then clickOK.
4. We now need to hide formulas that we don’t want the person using the work book to see.
5. Select the cell or cells with the formulas we want to hide, right-click the selection,and then
choose Format Cells again.
6. This time, click the Protection tab,check on the Hidden checkbox and then click OK.
7. Alternatively, we can change both the Hidden and Locked settings for a cell or group of cells
at the same time.
8. Once we have finished unlocking and hiding
9. To protect the sheet. Select Review>Changes>Protect Sheet.

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Fig. 5.10.2: Protect Sheet option under Review Tab

10. In the Protect Sheet dialog box that appears, turn on the check box labeled “Protect worksheet
and contents of locked cells.” As shown in Fig 5.10.3.

Fig. 5.10.3: Protect Sheet Dialog Box

11. In addition to protecting the contents of unlocked cells, this dialog box lets us toggle on or off
a list of Excel actions that we want to let people using our worksheet perform.
12. From the “Allow all users of this worksheet to” list, turn on the things that we want people
using our worksheet to be able to do.
13. If we want to stop other people from unprotecting the worksheet, specify a password in the
“Password to unprotect sheet” text box.
14. Use strong passwords that combine uppercase and lowercase letters, numbers and symbols.
Passwords should be 8 or more characters in length.
15. If ever we want to unprotect it. Select Review>Changes>Unprotect Sheet. And enter the
password.

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Gist: We have learnt to protect cells & Worksheet so that any user of Worksheet does not accidentally
delete validations.
Commands Learnt: Review> Protect worksheet.
Food for Thought:
Actions of users which can be enabled or blocked.
Select locked cells. Turn off this checkbox if we want to prevent people from moving to locked
cells.
Important: if we can’t select a locked cell, there’s also no way to copy and paste the information in
the cell to another worksheet or program. If we want the people using our workbook to be able to
do this, we should keep the “Select locked cells” setting switched on.
Select unlocked cells. Turn off this checkbox if we want to prevent people from moving to unlocked
cells.
Format cells, Format columns and Format rows. Turn on these checkboxesif people need to be able
to format individual cells or entire columnsand rows. If we allow row and column formatting, Excel
also permits people to hide rows and columns. However, Excel never lets anyone change the locked
and hidden settings of a cell while it is protected.
Insert columns and Insert rows. Turn on these checkboxes if we want tolet people insert new rows
or columns.
Insert hyperlinks. Turn on this checkbox if we want to let people insert hyperlinks in unlocked cells.
This setting can be dangerous becausea hyperlink can point to anything from another worksheet
to a malicious Web page.
Delete columns and Delete rows. Turn on these checkboxes to bestow the ability to remove columns
or rows. Use this setting at our peril; because itlets people decimate our worksheet—for example,
removing entire ranges of data even if they contain locked cells.
Sort. Turn on this checkbox to let people sort unlocked cells
Use AutoFilter. Turn on this checkbox to let people use filtering on any tables in the worksheet.
Use PivotTable reports. Turn on this checkbox to let people manipulate any pivot tables in the
worksheet.
Edit objects. Turn on this checkbox to let people edit or delete embedded objects in the worksheet.
Edit scenarios. Turn on this checkbox to let people edit or delete what-ifscenarios.

5.11 PROTECT A SHARED WORKBOOK

We can also protect an entire workbook, if protected Excel prevents people from inserting,moving,
or removing worksheets.
Workbook protection works hand-in-hand with worksheet protection. If we use workbook
protection but not worksheet protection, people can still edit all the cells in our worksheets. However,
they can’t delete the worksheets or add new ones. Onthe other hand, if we use workbook protection
and worksheet protection, people can’t tamper with our data or the structure of our workbook.
To protect the workbook. Select Review>Changes>Protect Workbook

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Fig. 5.11.1: Protect Workbook under Review Tab

Fig. 5.11.2: Protect Structure

1. Under Protect Structure and windows dialog box, we have two options:
 To protect the structure of a workbook, select the Structure check box to protect
   Viewing worksheets that we have hidden.
   Moving, deleting, hiding, or changing the names of worksheets.
   Inserting new worksheets or chart sheets
   Moving or copying worksheets to another workbook.
   In PivotTable reports, displaying the source data for a cell in the data area, or
displaying page field pages on separate worksheets.
   For scenarios, creating a scenario summary report.
   In the Analysis ToolPak, using the analysis tools that place results on a new
worksheet.
 To keep workbook windows in the same size and position every time the workbook is
opened, select the Windows check box. to protect from
   Changing the size and position of the windows for the workbook when the workbook
is opened.
   Moving, resizing, or closing the windows.
We can use these options to protect a workbook.

5.12 SUMMARY
Workbooks are meant to be shared but it is important that anybody using our workbook accidentally
or intentionally messes with our workbook.

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In this chapter, we learned how to apply the apply cell validations so that only values meeting our
predefined criteria are entered or accepted by the cells. We have further learnt to copy, remove cell
validations. Our need for creating dependent lists has been fulfilled using data validation along
with function INDIRECT. Finding invalid data and finding cells with data validation has also been
addressed in this chapter.
Finally, we learned to protect cell,worksheet and workbooks so that nobody can temper with our
Excel Sheets

REFERENCES
1. Greg Harvey, ‘Excel 2010 For Dummies’, Wiley Publishing, Inc., Indianapolis, Indiana, 2010.
2. Laurie Ulrich Fuller et al, ‘Picture Yourself Learning Microsoft Excel 2010’Cengage Learning
2011.
3. www.chandoo.org

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C PivotTables Reports and PivotChart Reports
H
A PIVOTTABLES REPORTS
P
T
E
AND PIVOTCHART
R REPORTS

LEARNING OBJECTIVES
 To gain understanding of PivotTables
 To understand Creating, Sorting, Grouping in PivotTables
 To understand Drill-Down in PivotTables
 To understand Calculations in PivotTables
 To understand PivotCharts

INTRODUCTION
In a number of situations we need to analyse data on multi-dimensional perspective. We might
need to slice & dice data. Like out of a sales report of sales made in different periods, in different
departments, of different products, by different salesmen, of different amounts; we need overview of
sales period wise, salesmen wise, product wise, with different subgroups; for that matter we might
have a hundred data points to track. All this is possible using a star feature of Excel called PivotTables.
The PivotTables tool is one of the most powerful yet intimidating features in Excel. Pivot tables
allow us to turn our data inside out, upside down, sideways and backwards, quickly summarize
and analyze large amounts of data in lists and tables—independent of the original data layout in our
spreadsheet—by dragging and dropping columns to different rows, columns or summary positions.
Excel PivotTables are very useful and powerful feature of MS Excel. They can be used to summarize,
analyze, explore and present our data. Source data could be:
 An Excel worksheet database/list or any range that has labeled columns.
 A collection of ranges to be consolidated. The ranges must contain both labeled rows and
columns.
 A database file created in an external application.
The data in a PivotTable cannot be changed as it is a summarized view of other data. Any change if
needed has to be done in source data.
We often use a PivotTable report when we want to analyze related totals, especially when we have
a long list of figures to sum and we want to compare several facts about each figure.
Here are some example uses of PivotTables:
 Summarizing data like finding the average sales for each region for each product from a
product sales data table.
 Listing unique values in any column of a table.

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 Creating a pivot report with sub-totals and custom formats.
 Making a dynamic PivotChart.
 Filtering, sorting, drilling-down data in the reports without writing one formula or macro.
 Transposing data – i.e. moving rows to columns or columns to rows. [learn more]
 Linking data sources outside excel and be able to make pivot reports out of such data.
A PivotTable report is an interactive way to quickly summarize large amounts of data. We can use a
PivotTable report to analyze numerical data in detail and to answer unanticipated questions about
our data. A PivotTable report is especially designed for:
 Querying large amounts of data in many user-friendly ways.
 Subtotaling and aggregating numeric data, summarizing data by categories and subcategories
and creating custom calculations and formulas.
 Expanding and collapsing levels of data to focus our results and drilling down to details from
the summary data for areas of interest to us.
 Moving rows to columns or columns to rows (or “pivoting”) to see different summaries of
the source data.
 Filtering, sorting, grouping and conditionally formatting the most useful and interesting
subset of data to enable us to focus on the information that we want.
 Presenting concise, attractive and annotated online or printed reports.

6.1 CREATING PIVOTTABLES

Some prerequisites when creating a PivotTable
 The Excel data to be used as the source for a pivot table must be organized in rows andcolumns,
 Each column in the source data must contain a heading.If we try to create a pivot table from
data that has blank heading cells, we see an error message.
 Each column in the source data should contain one type of data.
 Don’t create multiple columns to store the same type of information.
 Each row in the source data should contain the details for one record
 The source data should not have any blank rows within it and cannot include any completely
blank columns.
 We set the data up as Table.
To create a PivotTable we select a cell in an Excel table or the entire Excel table.As we start creating a
pivot table, that Excel table is shown as the default source range for the pivot table. If we want to use
a different table or range, we can type an Excel table name or range address in the Table/Range box.
We can create a Pivot in the same worksheet or an altogether different Worksheet.
We see the Column Headings in the upper area of PivotTable Field Pane and at the bottom of the
PivotTable Field List pane are the four areas of the pivot table:
 Report Filter,
 Column Labels,

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 Row Labels and
 Values.
We can simply drag & drop the fields into these areas and they’ll appear in the matching area of the
PivotTable layout on the worksheet.
Case Study 6.1: We have a list of salesmanwise list of sales made of different products in different
months of M/s 3J Consortium as shown in Fig 6.1.1. We want to analyse this data on different criteria.

Fig. 6.1.1: Sales Report

Strategy:
We can achieve our objective with a pivot table; we can create summary tables just by choosing the
columns we want to compare.
And once we’ve built our summary, we don’t need to stick with it—instead, we can transform a sale
by-month table into a Sales-by-product table just by dragging and dropping.
We can even drill-down into the details, apply filter criteria and apply advanced subtotaling
calculations etc.
1. Before creating a PivotTable, we must ensure that we have headings in the first row of our data
in this case headers are already there. We will select the data range from which we want to
make the pivot table.

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2. Go to Insert ribbon and click on PivotTable option as shown in Fig. 6.1.2

Fig. 6.1.2: PivotTable option

3. Select the target cell where we want to place the pivot table if we want pivot table in same
worksheet but we could also select PivotTable to be placed in a new worksheet by choosing
“New worksheet” option in Create PivotTable Dialog Box shown in Fig. 6.1.3.

Fig. 6.1.3: Create PivotTable Dialog Box

4. The pivot report User Interface is very intuitive and sandbox like. To make powerful analysis,
all we have to do is drag and drop fields in to the pivot table grid area.
Fill in the PivotTable Field List by dragging PivotTable headings or fields, into the boxes,or zones.
These zones are:
 Row Labels: Fields dragged here are listed on the left side of the table in the order in which
they are added to the box,In our case we select”Who”

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 Column Labels: Fields dragged here have their values listed across the top row of the
PivotTable, in our case we select “What”
 Values Fields: dragged here are summarized mathematically in the table,In our case we select
“Amount”
 Report Filter: These fields use filtering to limit which data the pivot table displays. For fields
dragged to the Report Filter area, we can easily pick any subset of the field values so that the
PivotTable shows calculations based only on that subset.In our case we select “Month”.
5. We can also control this by using the “Pivot table Field List”. What we seeis as shown in Fig.
6.1.4.

Fig. 6.1.4: Creating PivotTable using PivotTable Field List

Excel generates the PivotTable, updating it dynamically as we add, rearrange or remove columns.
 We can dock the PivotTable Field List to either side of the Excel window and horizontally
resize it.
 We can also undock the PivotTable Field List and can resize it both vertically and horizontally.
 To see the PivotTable Field List, make sure that we click anywhere in the PivotTable.
 After closing the PivotTable Field List, we can display it again by Right-click on the PivotTable
and then click Show Field List. We can also click Field List on the Ribbon.as shown in Fig
6.1.5.

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Fig. 6.1.5: Show Field list

Gist: We have created a PivotTable out of Sales Data
Commands learnt: Insert>PivotTables
Food for thought: It is immaterial whether we group by column or rows, but what is sensible is
to make the data readable. It makes more sense to make the field with Long names as rows which
improves readability.

6.2 SWAPPING ROWS AND COLUMNS

PIVOTTABLES ARE CALLED PIVOT TABLES BECAUSE WE CAN EASILY PIVOT FIELDS FROM
A ROW TO A COLUMN AND VICE VERSA TO CREATE A DIFFERENT LAYOUT.
One key feature of PivotTables is flexibility. We can move fields, recalculate,summarise in different
ways, innumerable times.
Case Study 6.2: We have a Pivot Table of Sales Data which has been summarized Salesman Wise
as shown in previous case study. We want to analyse this data Product wise.
Strategy:
By simply dragging “Who” to column and ”What” to rows Layout is changed as follows:

Fig. 6.2.1: Dragging columns to Rows

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Gist: We have learnt to swap Rows with Columns in PivotTables
Commands learnt: PivotTables- Swapping Rows, Columns

6.3 GROUPING FIELDS

Pivot gives us the facility to Group & subgroup fields upto any Level by adding to Rows or Columns.
Further, we can hide or show different groups. This feature lets us see detailed information for just
the part of the table that we’re interested in, while hiding the rest.
Case Study 6.3: We have a Pivot Table of Sales Data which has been summarized Salesman Wise
as shown in Case Study 6.1. We want to further group and subgroup Sales data salesmanwise
->Product wise-> month wise
Strategy:
PivotTables gives us Excellent Data summarization & analytical capability
We can group & subgroup fields in a PivotTable.
1. In the PivotTable panel We can Drag “Who”, “What”, “ Month” to Rows in that order as shown
in Fig. 6.3.1. in order to group the data by “Who” then “What” and then “month”

Fig. 6.3.1: Grouped Data in PivotTables

2. We can Expand/ Collapse grouped Fields, since ability to expand and collapse(hide) fields is
a great advantage in PivotTables. In Fig. 6.3.1 we see minus (-) signs by each “Who”, group.
Clicking the minus sign collapses a field and changes the sign to a plus (+) sign. Clicking the
plus sign expands the field as shown in Fig. 6.3.2.

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Fig. 6.3.2:Collapsed Field

By click the (-) sign by “Who”or even “What “,in any cell in column F, the monthwise,
Productwise sales are contracted to one row and months are hidden, by clicking + sign detailed
view comes back.
Alternate strategy;
3. We click on any cell in Row label column which we want to Expand or collapse
4. To Expand all our categories: Select PivotTable tools from Ribbon go to Options> Active field>
Expand entire Field.
5. To Collapse all our categories: Select PivotTable tools from Ribbon go to Options> Active
field> Collapse entire Field.

Fig. 6.3.3: Active Field under PivotTableTools

6. Further we can also GroupHeadingsin a PivotTable. In the above Case Study let’s say we want
to group Sales of Jan & Feb to have a bimonthly grouping of sales.
 Select the items to want to group,
 Right-click the selection and then go to Group

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Fig. 6.3.4: Group headings

7. Group 1 of Jan & Feb, will appear we can even change the name to Jan-Feb.
8. Alternatively we can go to PivotTable Tools>Group>Group Selection as shown in Fig. 6.3.5:

Fig. 6.3.5: Group under PivotTable Tools

Gist: We have learnt to Group/ Ungroup in PivotTables
Commands learnt: PivotTables- Group
Food for thought: To group non adjacent selections, hold down the Ctrl key while select non adjacent
rows or columns.
Case Study 6.4: We have a sales file of Desai Stores which has date of sales, salesman &Amount
of Sales in Table format; we want to know datewise sales by different Salesmen. Further we also
want to know monthly sales achieved by the salesmen.
Strategy:
We can Pivot the data according to Date & salesman to get datewise sales. Pivot tables have a very
useful feature Group to group dates into months or quarter etc.

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1. We select any cell in table and go to Insert > Pivot Table and create a PivotTable with Dates
“When” in Rows Labels; “Who” in Column Labels and amount in Values as shown in Fig.
6.3.6

Fig. 6.3.6: Date wise summary of Data in PivotTable

2. To group Right-click the Date field button.
3. Choose Group and Show Detail a grouping Dialog Box will appear as shown in Fig. 6.3.7

Fig. 6.3.7: Grouping Dialog Box

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4. In the Grouping dialog box, select one or more options from the ‘By’ list.
5. To limit the dates that are grouped, we can set a Start and End date, by typing the dates in the
‘Starting at’ and ‘Ending at’ boxes
6. Click OK to close the dialog box and we have a neat monthly report.

Fig. 6.3.8: Sales data Grouped by Months

Gist: We have learnt to Group by Dates in PivotTables.
Commands learnt: PivotTables- Grouping Dialog Box.
Food for thought Grouping is available for time or numbers also.

6.4 DRILL –DOWN PIVOTS

Whenever we want to see the values behind a pivot field just double click on it.
If we click any value in a pivot table, Excel adds a new worksheet. In this worksheet, it copies the
records that were used to calculate the pivot table cell in question and nothing else.
Case Study 6.5: We have a list of salesmanwise list of sales made of different products in different
months as in Case Study 6.1. We have created PivotTable out of the data. We have Salesman wise
summary of Sales made we want to know the detail of sales made by Salesman “Janardan”.
Strategy:
We want to get the data behind sales made by “Janardan”,
When we double click on sales of “Janardan”, we get the data relating to Janardan in a new worksheet
as shown in Fig. 6.4.1

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Fig. 6.4.1: Sales data Relating to “Janardan”

Gist: We have learnt to Drill Down in PivotTables
Commands learnt: PivotTables- Drill down
Food for thought: Of course, rather than drilling down, in Excel 2010 we have a feature “Slicer”.
Slicers are easy to create and to use and they make it asnap to filter the contents of the pivot table
on more than one field.
Slicer can be accessed from PivotTable Tools > Options>Sort & Filter>Insert Sliceras shown in
Fig 6.4.2.

Fig. 6.4.2: Slicers in Excel 2010

6.5 LAYOUT AND FORMAT

Formatting a PivotTable is a breeze and as easy as formatting any list or table in Excel.In order to
format a PivotTable we simple need to click on any cell in Pivot table and go to PivotTable Tools>
Design and Ribbon with lots of layout and formatting options is displayed as shown in Fig. 6.5.

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Fig. 6.5.1: Layout & Formatting Options in PivotTables

The Design tab on the PivotTable Tools contextual tab is divided into three groups:
 Layout group that enables us to add subtotals and grand totals to the pivot table and modify
its basic layout.
 PivotTable Style Options group that enables us to refine the pivot table style we select for
the table using the PivotTable Styles gallery to the immediate right.
 PivotTable Styles group that contains the gallery of styles we can apply to the active pivot
table by clicking the desired style thumbnail.
Case Study 6.6: We have Sales Data as in Case Study 6.1. We have created PivotTable out of the
data. Now we want to change the Layout & Format of our PivotTable
Strategy:
PivotTables have great Design Options under PivotTables Tools> Design.
1. We want to jazz up our Pivot sheet by having Subtotals at the bottom of each “Who” and we
want to have a blank Line after each item we can do it by selection appropriate items from the
Layout Group.
2. We also want our PivotTable formatted in Light Gray and further want Banding of every Row.
By selecting a Light > Gray option from PivotTable Styles group and selecting Banded rows
from PivotTable Style Options we can achieve our objective.

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Fig. 6.5.2: PivotTables in Grey

Gist: We have learnt to change the Layout & Format in PivotTables.
Commands learnt: PivotTables- Layout & Style Options.

6.6 CALCULATIONS AND TOTALS

Apart from sum PivotTable gives us the following options for summarisation.
 Count
 Average
 Max
 Min
 Product
 Count Numbers

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 StdDev
 StdDevp
 Var
 Varp
Apart from summarization also PivotTable gives us various options for showing the values where
we can show surface Values as a
 % of Grand Total
 % of Column Total
 % of Row Total
 % Of
 % of Parent Row Total
 % of Parent Column Total
 % of Parent Total
 Difference From
 % Difference From
 Running Total in
 % Running Total in
 Rank Smallest to Largest
 Rank Largest to Smallest
 Index
Case Study 6.7: In the above case study, we want to know the average monthly sales of “Who”rather
than Total sales.
Strategy:
Apart from Sum, Many other summarizing options are available in Pivots.
1. By default excel summarizes pivot data by “sum” or “count” depending on data type.
2. But we can change it.
3. Right click on pivot table values.
4. Select “Summarize ValuesBy” and select “Average” option as shown in Fig. 6.6.1.

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Fig. 6.6.1:Various Summarisation options

5. Some other options are Max, Min, Product etc.
Gist: We have learnt to change the Summarisation options in PivotTables
Commands learnt: PivotTables- Summarise Values by.
Case Study 6.8: We want to know sales as % of “Who” for each product rather than Total sales.
Strategy:
Apart from Sum Many other summarizing options are available in Pivots.
1. Right click on any pivot table value, select “Value Field Settings”.
2. Under “Show value as” tab and Change “Normal” to “% of Total Column”

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Fig. 6.6.2: Value Field Settings in PivotTables

3. There are numerous other options to choose from as discussed above.
Gist: We have learnt to show surface values by different parameters as percentages etc in PivotTables.
Commands learnt: PivotTables- Show Values As.
Case Study 6.9: We want to know the % Sales of current Year vs Sales in Previous year and of “Who”
for each product rather than Total sales.
Strategy:
There are lots of calculation options available in PivotTables.
1. Click on any cell in pivot table.
2. Go to PivotTable Tools>Options>”Fields, Items & Sets” > “Calculated Field”.

Fig. 6.6.3: Calculated Field in PivotTable

3. Define a new calculated Field by giving a Name “Percent Sales” and Specifying the formula
which is “=Amount/Amount_PY%”

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4. We now get one more column in which we see Sales as percentage of corresponding sale in
previous year.

Fig. 6.6.4: Insert Calculated field

Gist: We have learnt to insert Sales percentage through calculated field in PivotTables.
Commands learnt: PivotTables- Insert Calculated Field

6.7 FILTERING, SORTING AND CONDITIONALLY FORMATTING

DATA
When we create a new pivot table, we notice that Excel automatically adds drop-down buttons to
the Report Filter field as well as the labels for the column and row fields. These drop-down buttons,
called filter buttons, enable us to filter all but certain entries in any of these fields and in the case of
the column and row fields, to sort their entries in the table.
By sorting and filtering the data in a pivot table, we can focus on areas which need most attention.
With these pivot table tools we can go from the big picture, comparing all aspects of our business,
to the small details, homing in on problems for closer analysis.
To show details, add a field to the Row Labels or Column Labels area. To limit the data, add a field
to the Report Filter area and filter the data.
When we add a field to the Column Labels or Row Labels area of the pivot table, the labels are
usually sorted alphabetically in ascending order. For some fields, we may prefer the labels in
descending order. We can sort the labels in our pivot table to see labels in descending or ascending
order depending on our selection.
Sorting could be from:
 Smallest to Largest.
 Largest to Smallest.
 Top to Bottom.
 Left to Right.
We can use conditional formatting to colour cells in a pivot table and add data bars to illustrate the
amounts. We can also add icons, such as red, yellow and green traffic lights to indicate progress

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or decline or to indicate good or poor results.With conditional formatting, we can colour only the
values that fall within a specific date range or those that are above or below a certain level.
Case Study 6.10: The PivotTable we created in Case Study 6.9 shows “What” in alphabetic ascending
order but we want the “What” in Descending order from Z to A.
Strategy:
Pivot Tables gives us numerous options to sort data
1. We can right click on any cell in “What” and select “Sort” and Select Sort Z to A. our Pivot would
showWhat arranged in descending order.

Fig. 6.7.1: Right Click for Sorting Option

2. Try the same with “Who” also by arranging “who’ in descending order.
3. Similarly if we right click on Amount we have sorting options for numeric as shown in Fig.
6.7.2.

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Fig. 6.7.2: Sorting Dialog Box

Alternative strategy:
1. Move the cursor to any cell containing a product.
2. click the drop-down arrow to the right of the Row Labels.
3. We see the list of sorting & filtering options shown in Fig. 6.7.3.

Fig. 6.7.3: Sorting & Filtering Options

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4. By selecting a different field from Select Field dialog box we can perform desired sorting on
those fields also.

Fig. 6.7.4: What sorted Z to A

Gist: We have learnt to insert Sales percentage through calculated field in PivotTables.
Commands learnt: PivotTables- Insert Calculated Field.
6.7.1 Filtering data
When we create Pivot table filter buttons are addedto the Report Filter field(s). By selecting a
particular option on the dropdown lists attached to one of these filter buttons, only the summary
data for that subset displays in the pivot Table.
For Example, in the pivot table created in case study we can filter the data based on months by
clicking the months filter as shown in Fig. 6.7.5. If we select “Feb” than only the data relating to Feb
would be displayed.

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Fig. 6.7.5: Report Filter

6.7.2 FILTERING INDIVIDUAL COLUMN AND ROW FIELDS
Filter buttons on the column and row fields attached to their labels enable us to filter out entries
for particular groups and, in some cases, individual entries in the data source. We can easily while
filtering filter for any condition= Equal to, > Greater than, < Less than, >= Greater than or equal to,
<= Less than or equal to, <> Not equal to, Top 10
Case Study 6.11: Taking the Pivot Table of Desai Traders Case study we get a Pivot Table of sales
according to date and Salesman. But we are interested only in top 10 sales by date.
Strategy:
We can use Filtering capabilities of Pivot tables to achieve our objective.
1. Move the cursor to any cell containing a Date.
2. Click the drop-down arrow to the right of the Row Labels.
3. We see the list of filtering options.
4. Click on Value Filters and we see a lot options and select Top 10 as shown in Fig. 6.7.6.to get a
list of top 10 sales.

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Fig. 6.7.6: Setting up value Filters

5. Resultant Top 10 is as shown in Fig. 6.7.7

Fig. 6.7.7: Top 10 Sales by date

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Gist: We have Created Top 10 list of sales in PivotTables
Commands learnt: PivotTables- Value Filters.
3.8.3 CONDITIONAL FORMATTING
PivotTable also gives us the possibility of presenting data with conditional formatting.
Case Study 6.12: We want to create Blue data bars for the sales amount for different products.
Strategy:
1. We select Sum of Amount in PivotTtable.
2. Click Pivot Tables Tools> Options> Styles> Conditional formatting>Data Bars> Solid Fill

Fig. 6.7.8: Conditional Formatting

3. When we click on New Formatting Rule dialog Box appears on which we can specify our options
to create Conditional formatting data bars in our data as shown in Fig. 6.7.9.

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Fig. 6.7.9: New Formatting rule Dialog box

Gist: We have created Blue Bands based on Sales in PivotTables
Commands learnt: PivotTables- Conditional Formatting.

6.8 PIVOTCHART REPORTS

Excel makes it easy to visually summarize PivotTables by using PivotCharts.
A PivotChart paints a picture of the data in a PivotTable and can make the data easier to understand.
Instead of a table full of numbers, a PivotChart can use columns, bars or pie charts to illustrate the
numbers
Making a PivotChart from a PivotTable is very simple. Just click on the pivot chart icon from tool
bar or Options ribbon area and follow the wizard.
It is important to sort data and collapse or expand fields the way we want it in a PivotChart.
After we insert a pivot chart, four new tabs are available: Design, Layout,Format and Analyze. The
first three of these tabs are similar to the Chart Tools tabs. The fourth contains the pivot table features
Case Study 6.13: We have the Sales PivotTable of M/s 3J Consortium we want to gain a visual
Summary of the data.
Strategy:
We can use PivotChart Features of PivotTables.
1. Go to PivotTable Tools> Options> PivotChart and a charting dialog box opens as below from
which we can select the type of chart we want.

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Fig. 6.8.1: Insert Chart Options

2. In this case we select line chart and a chart appears as shown in Fig. 6.13.2:

Fig. 6.8.2: Pivot Chart of sales Data

3. When we click on chart four option appear on charting Ribbon as below

Fig. 6.8.3: Pivot Chart Tools

The command buttons on the Design, Layout and Format tabs attached to the PivotChart Tools
contextual tab make it easy to further format and customize our pivot chart.
 We can use the Design tab buttons to select a new chart style for our pivot chart or even a
brand new chart type.
 We can Use the Layout tab buttons to refine our pivot chart by adding chart titles, text boxes
and gridlines.
 We can Use the Format tab buttons to refine the look of any graphics,we have added to the
chart as well as select a new background color for our chart.
 The Fourth option is for analysis of PivotTable.

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Through these we can manage the various aspects of Pivot Chart
Gist: We have Created PivotChart based on Sales in PivotTables
Commands learnt: PivotTables- Pivot Chart.
Food for Thought: If we close the PivotTable Field List, we can display it again. Right click the
PivotTable and then click Show Field List.
Food for Thought: If we don’t see the fields that we want to use in the PivotTable Field List, refresh
the PivotTable or PivotChart report to display any new fields.

6.9 SUMMARY
Through the use of PivotTables we can examine the data for similarities, differences,highs and lows.
Compare one region to another, view key results for several years of data or zero in on oneproduct’s
sales results. By making a few quick changes to the pivot table, we can see our data from a completely
different angle.
We have in this chapter learnt to Create and Modify PivotTables. Sorting and filtering Pivot Tables
helps us in seeing the small picture out of the broader view of the data. The data can be grouped
based on values, Dates, headings etc.
To get a visual picture of data we have learnt to use PivotChart Reports.

REFERENCES
[1] Greg Harvey, ‘Excel 2010 For Dummies’, Wiley Publishing, Inc., Indianapolis, Indiana,2010.
[2] Debra Dalgleish,’Beginning Pivot Tablesin Excel 2007’,Apress,2011.
[3] www.chandoo.org
[4] www.contextures.com

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EXPORTING DATA
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LEARNING OBJECTIVES
 Introduction
 Importing data from a text file
 Exporting data to a text file
 Saving all or part of a workbook to a static web page
 Create a Web query

7.1 INTRODUCTION
As Bank auditors, we find that many Banking applications generate text files in txt or csv format,
these files we would need for our data analysis, but Text files do not provide us with data analysis
capabilities. Whereas if the same could be converted to Excel File, we could get lot of data analysis
capabilities.
Excel provides us with these capabilities to import and export data

7.2 IMPORTING DATA FROM TEXT FILES

We often get external data that we can import into Excel and analyze. Like data from
accounting software, ERP Systems, Banking Applications, databases. At many of these places
client would not like to give direct access to databases but he would be comfortable giving us
output in text formats.
However if we can import these text files, we don’t have to type it into Excel saving time and
avoiding transcription errors.
Text files contain plain text, that is, text without formatting. In text files, data is split by
delimiters, characters that separate each field of text. There could be following delimiters:
 Tab or some other special character delimited files. A tab usually separates each column.
 Comma separated value csv files. A comma (,) usually separates each column. a csv file is a
native form to Excel. We notice this by looking at the file icon. It is like a normal one but with a
letter ‘a’ and a comma. If we double-click directly on a csv file, excel will open it
 Fixed-length or space delimited files, could be in prn file format. Several spaces usually separate
each column.
We can use Microsoft Office Excel to import data from a text file into a worksheet. The Text
Import Wizard examines the text file that we are importing and helps us ensure that the data
is imported in the way that we want

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Data can be imported in two different ways, will depend on
Whether data is static ie we don’t have to change it in future or
Whether data will change/revise in future depending upon external data source.
Both the methods start in different ways but the last steps are same.
The trick to importing data from a Word or text file into Excel is to use the Excel Text Import
Wizard which imports the text file in 3 easy steps.
Step 1- Wizard determines whether data is Delimited or Fixed width, the other usual option
allows us to start the import at a certain row.
Step 2-We can define Delimiters or in case of fixed width this step allows us to click at the
fixed widths of your data to set the delimiting ‘bars’.
Step 3- We can set the columns as certain data types ie text or Date etc. or not import at all.
We can import or export up to 1,048,576 rows and 16,384 columns in Excel.
Case Study 7.1: While auditing a bank, we want to check for all those Bank limits where
validity of sanction has expired. We tell the auditee to provide us data relating to expiry
dates of limits. To preserve data integrity the auditee does not give us direct access to the
database but is willing to provide us any reports we desire in txt format, further he is willing
to provide us text reports in delimiters of our choice, he provides us Limit Expiry list in Tab
delimited form, csv, fixed length format as shown in Fig. 7.1.1

Tab Delimited

Comma Separated Values (csv)

Fixed Length delimited

Fig. 7.2.1. Limit Expiry Report

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Strategy:
We can convert these files to Excel files for easy data analysis. We will try to import all the
three formats mentioned above and also try to import it with facility that we can revise it later
on with changed data.
7.2.1 Import of Text File Not to be changed
 Open a new workbook, on the File menu, click Open.
 In the bottom of the Open dialog box, in the Files of type list, select All files or Text Files.

Fig. 7.2.2. File selection area in open dialog box

 In the File Name list at the bottom of the dialog box, browse to the location where we
stored the expired limits Tab.txt file we have received from auditee.
 Select the file, and then click Open.
 The Text Import Wizard opens.
 In the step 1 of 3, we select the correct delimiter to split the text into the proper columns.
In our case since the file we have is tab delimited we select Delimited - characters such
as commas or tabs separate each field.

Fig. 7.2.3. Step 1 of Text Import Wizard

 If we look at the preview at the bottom of the wizard. On the first row at the top of the
preview we find the name of bank and in second row is the title of report.

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 It is only from 3rd row that data starts and delimiters are there. Sometimes a file can
contain more than one delimiter in a row.
 If we want to leave the name of bank and title of report we can select Start import at row
to start at 3. Row 3 in this file contains the headings “Account Number”, “Acct Name,”
etc. which could be useful since they provide column headers.
 Click Next.
 In the step 2 of 3 of the wizard, we select the delimiters contained in the text file. Since
our file is tab delimited file Tab is already selected for us.

Fig. 7.2.4. Step 2 of Text Import Wizard

“Text qualifier”- We can select double quotation marks (“), single quotation mark (‘), or none,
or we can leave this option alone.
Text qualifiers (“ or ‘) are sometimes used in text files to indicate the beginning and end of
text strings.
We can see in the preview if qualifiers are used. For example, double quotation marks around the
Sanction limit on our case this tells excel that these are text strings.
If the file contained more than one type of delimiter (commas or semicolons, for example), we
would select them all.
Further we could have more than one delimiters between two data, we need to select “Treat
consecutive delimiters as one” check box.
 We see neatly aligned Columns. Click Next.
 In the step 3 of 3 of the wizard, allows you to set the columns as certain data types or not
import at all as shown in Fig. 7.2.5

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Fig. 7.2.5: Step 3 of Text Import Wizard

We can make formatting changes if necessary. Excel automatically formats each column
as General. Numeric values are converted to numbers, date values are converted to
dates, and all remaining values are converted to text.
However, we can make changes to the format of columns by selecting a column and then
selecting an option under Column data format.
For example, In the above case we could select date for column “sanction date” and
“expiry date” and select an appropriate Date mask on our case DMY.
We can also skip a column instead of importing it by selecting the Do not import column
option.
 Click Finish.
 We now need to set the layout as some of the columns are not wide enough to display
the content. Some data is either cut off, as in the headings in column A etc where the last
few letters are missing, or where we see the error value ###### in column D. as shown
in Fig. 7.2.6.

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Fig. 7.2.6. Txt File converted to Excel File

 Select Top left corner, Move the pointer over the column heading between columns A
and B until the pointer changes to a dark cross with two arrow points. Double-click the
right column boundary of column B. all the columns will expand to auto fit the data.
 Click Save on the File menu. We could see a message that says that the file may contain
features that are not compatible with Text (Tab delimited) format.
 If we click Yes, this file will be saved as a .txt file. If we click No, the file will be saved
as an Excel workbook (.xlsx).
 Since we want a file with all excel features we Click No.result is as shown in Fig. 7.2.7.

Fig. 7.2.7. Resultant Excel File

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2.2.2 Importing a Fixed Width File
 If the file to be imported was fixed width then in Step 1, we select Fixed width as shown
in Fig. 7.2.8.

Fig. 7.2.8. Step 1 of Text Import Wizard-Fixed Width

 After clicking next, in Step 2 of 3 We can split columns by clicking to fix column
boundaries if they are not correct. We can see in the preview how the columns look as
shown in Fig. 7.2.9

Fig. 7.2.9. Step 2 of Text Import Wizard-Fixed Width

 In the wizard’s step 3 of 3, we can make formatting changes if necessary. Excel
automatically formats each column as General. Numeric values are converted to

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numbers, date values are converted to dates, and all remaining values are converted to
text.
 We can also skip a column instead of importing it by selecting the Do not import column
option.
 Click save and save it as xlsx File.

Fig. 7.2.10. Resultant Excel File-Fixed width

2.2.3 Importing A Text File That We Can Change/Revise
 On the Data tab, go to Get External Data, and then click From Text.

Fig. 7.2.11. Get External Data from Text

 In the bottom of the Import Text File dialog box, in the Files of type list, select Text
Files.
 In the File Name list at the bottom of the dialog box, browse to the location where we
stored the expired limits Tab.txt file we have received from auditee.
 Select the file, and then click Import.
 The Text Import Wizard opens.
 Rest of the steps are Steps 6 to 14 above.
 After which import data dialog box appears where we have the option of having the
data in existing worksheet or in new worksheet as shown in Fig. 7.2.12.

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Fig. 7.2.12. Import data Dialog Box

 Under properties on Import dialog box we have various options as shown in Fig. 7.2.13.

Fig. 7.2.13. External data Dialog Box

 Click OK and the file is imported as Excel sheet.
 In Connections group we can use Refresh All to update the data in Excel if the external
data is updated.
7.2.4 Update the Data
 In cell C6, delete the figure 32,00,000.
 Now the external data and the data in Excel are different.
 On the Data tab > Connections, click Refresh all.
 It asks us to select source, once we select “expired limits Tab.txt”
 We see that data has been refreshed from txt file and the figure 32,00,000 is in the cell
again.
Gist: We have imported Text files to Excel both in static format as well as dynamic format
Commands Learnt: Import Text Wizard.

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7.3 EXPORTING DATA TO A TEXT FILE
We can convert any Excel worksheet to a text file by using the Save As command.
 Click the File Tab, and then click Save As.
 The Save As dialog box appears.
 In the Save as type box, choose the text file format for the worksheet.
Different formats will give different results
 .txt - Text (Tab delimited)
This file format (.txt) saves only the text and values as they are displayed in cells
of the active worksheet. Columns of data are separated by tab characters, and each
row of data ends in a carriage return. If a cell contains a comma, the cell contents
are enclosed in double quotation marks. If the data contains a quotation mark,
double quotation marks will replace the quotation mark, and the cell contents are
also enclosed in double quotation marks.
 .csv- CSV (Comma delimited)
This file format (.csv) saves only the text and values as they are displayed in cells
of the active worksheet. All rows and all characters in each cell are saved. Columns
of data are separated by commas, and each row of data ends in a carriage return. If
a cell contains a comma, the cell contents are enclosed in double quotation marks.
 .prn- Fixed Width Text
This file format (.prn) saves only the text and values as they are displayed in cells
of the active worksheet. For best results first format the worksheet in Courier New
font and save as .prn file
 A dialog box appears, reminding us that only the current worksheet will be saved to
the new file
 A second dialog box appears, reminding us that our worksheet may contain features
that are not supported by text file formats.
 If we are interested only in saving the worksheet data into the new text file, click Yes.
 The file is now exported or converted as text file.

7.4 SAVING ALL OR PART OF A WORKBOOK TO A STATIC

WEB PAGE
We can save an entire workbook, including tabs for navigating worksheets, or portions of a
workbook, such as a range or chart, to a static Web page so that users can view our Microsoft
Office Excel data on the World Wide Web.

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Web Page and Single File Web Page- Web Page file formats (.htm, .html), Single File Web
Page file formats (.mht, .mhtml) can be used for exporting Excel data.
Case study 2.2: We have an Excel File “Expired Limit Import.xlsx” which we want to save/
Publish on a static webpage.
Strategy
 On the File tab, click Save As.
 The Save As dialog box is displayed.
 In the list box, do one of the following:
 To save to a Web page and create supporting files and folders, select Web Page
(*.htm; *.html).
 To save to a Single File Web page with supporting files embedded in the Web page,
select Single File Web Page (*.mht; *.mhl)
 To save the entire workbook, including tabs for navigating each worksheet in the
workbook, click Entire Workbook.

Fig. 7.4.1. Save as Dialog Box

 To add a title that is centered over the selection and in the title bar of the browser, click
Change Title. Type the title that we want, and then click OK.
 Click Publish.
 The Publish as Web Page dialog box is displayed.

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Fig. 7.4.2. Publish as web page dialog Box

Under Item to publish in the Choose box, select one of the following:
 Entire workbook
Select Entire workbook. The entire workbook is saved, including tabs that a user can use
to navigate to each worksheet.
 Items
Select Items on Sheet name, and then select the item that we want to save, such as a
PivotTable report or a chart. Items do not include ranges of cells.
 Ranges of cells
Select Range of cells and then, if the selection box does not contain the range that we
want, click the worksheet select a range of cells from the Excel workbook.
Select the Auto Republish every time this workbook is saved check box, if we want to
make changes in the workbook later and want to automatically republish the items each
time that the workbook is saved.
To view the Web page in the browser after saving it, select the Open published Web
page in browser check box
 To change Web page options, click the arrow next to Tools, and then click Web Options
we see lots of options as shown in Fig. 7.4.3.

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Fig. 7.4.3. Web Options

 Click save an dialog box appears as shown in Fig. 7.2.4. Confirming about Auto Republish
options.

Fig. 7.4.4: Auto Republish feature

 Click OK.
 We see that html file along with supporting folder are saved as shown in Fig. 7.4.5.

Fig. 7.4.5. Webpage & Files

 And we have a webpage as shown in Fig. 7.4.6.

Fig. 7.2.6. Webpage of Expired Limits

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7.5 CREATE A WEB QUERY
Web queries allow us to query data from a specific World Wide Web, Internet, or intranet site
and retrieve the information directly into a Microsoft Excel worksheet. We now want to create
a web query from the web page we have in Fig.
 Open the web page expired limits,
 Select the data and press the Ctrl + C combination.
 Open a new Excel workbook and activate the cell where we wish to insert the data.
 Click the Paste dropdown button on the Home Ribbon as shown in Fig. 7.5.1.

Fig. 7.5.1. Paste Special option

 Click Refreshable Web Query. A New Web Query dialog box appears as shown in Fig. 7.5.2.

Fig. 7.5.2. New Web Query

 Click the Yellow Arrow next to the information we want to import.
 Click Import.
 The web query is created in Excel.

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Fig. 7.5.3. Web Query in Excel

Gist: We have created Web Page & Web Query in from Excel.
Commands Learnt: Save as web page

SUMMARY
In this chapter we have learnt It is easy to take content/data from another non-Office application
and bring it into an Excel, we learned how to convert Text file in Tab delimited or csv or Fixed
width files to Excel file. We have also learnt to import external data as refreshable/ changing
dynamic data
Finally, we learned to use to create a static web page and web query from Excel data

REFERENCES
[1] Laurie Ulrich Fuller et al, ‘Picture Yourself Learning Microsoft Excel 2010’ Cengage Learning
2011
[2] h t t p : / / o f f i c e . m i c r o s o f t . c o m / e n - u s / e x c e l - h e l p / r e d i r / A M 0 1 0 3 3 8 5 4 2 . a s p x ?
CTT=5&origin=HA010338210

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LEARNING OBJECTIVES
 To gain understanding of Working with big Database
 Dynamic update of additional source data into PivotTable
 To understand Grouping feature in PivotTable
 Managing File sizes while working with multiple PivotTable
 To understand Slicers and Timelines in PivotTable
 To analysis data in PivotTable from different angle
 Perform calculations in PivotTable
 Sort Data in Pivot
 Produce Top/Bottom Reports
 To understand How to handle millions of rows in PivotTable

8.1 INTRODUCTION
We understood the Table and Database concept in earlier chapters. Now to get maximum output
from our database, we need to analyze and manipulate data to turn it into a great report. To do
this, the most powerful and user friendly feature in excel is PivotTable. Microsoft has introduced
lots of new features in 2010 version of PivotTable which are very helpful to create our reports in
different angles and even to create very beautiful dynamic dashboards and charts.
 We can utilize the potential of PivotTable in these ways.
 Making report with any permutations and combinations
 Group data in Years, Quarters, Months and even in Weeks
 New feature of Slicers to make filtering very interactive
 Connecting slicer to multiple PivotTables and make dynamic dashboard
 Performing calculations or formulas in PivotTable itself
 Format and sorting pivot reports differently
Tip: Excel is very intelligent. If we follow some rules to keep our data in Excel understandable format,
then it will make our handling and reporting of data easy.
 Use only a single row of headings above the data. If we need to have a two-row heading, set it
up as a single cell with two lines in the row.

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 Never leave any heading cell blank. We might do this if we add a temporary column. If we forget
to add a heading before we sort, this will affect the IntelliSense and Excel will sort the headings
down into the data.
 There should be no entirely blank rows or blank columns in the middle of our data. It is okay
to have an occasional blank cell, but we should have no entirely blank columns.
 If our heading row is not in row 1, be sure to have a blank row between our headings and any
other filled cells above it.
 Formatting the heading cells in bold will help the Excel understand that these are headings.

8.2 MANAGE FILE SIZE - HAVE 10’S OF PIVOTS IN A

SINGLE FILE AND STILL KEEPING THE FILE-SIZE LESS
THAN 1 MB!!
PivotTables are very useful for analysis of data. With the help of PivotTables, we can do a lot of
number munching. One of the techniques Excel uses to process data faster is to create an “intermediate
dataset” to work with. This intermediate dataset, by default, is stored with the worksheet. So
PivotTables can increase the size of your workbooks.
If your workbook contains multiple PivotTables, all based on a single data source, Excel may create
an intermediate dataset for each PivotTable, instead of using one intermediate dataset. This, of
course, could surge the size of your workbook very swiftly.
You can control how Excel creates this intermediate dataset by changing the options you choose
in the PivotTable Wizard that puts your PivotTable together. If you have one PivotTable in your
workbook, and when running the PivotTable Wizard (short cut key “Alt+D then P”) a second time
and when you specify the similar data source that you used in the existing PivotTable, Excel informs
you that “Your new report will use less memory if you base it on your existing report.” If you click
Yes, you will save memory because Excel will use the same intermediate data as it used for your
other PivotTable.

Fig 8.2.1 Manage file size

You can also instruct Excel to not save your intermediate data tables with the workbook. This will
make the size of your workbook file much, much smaller, but it will also require that PivotTables
be refreshed every time you open your workbook. Use these steps:
1. After Creating a PivotTable, right click any cell in PivotTable, click the PivotTable Options
2. In Pop up screen, Go to Data Sub tab, clear the Save Data with Table Layout check box.

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3. Choose the Refresh on Open check box.
4. Click on OK to close the PivotTable Options dialog box.
You don’t need to choose the Refresh on Open check box (step 3) if you don’t want to, but if you don’t,
you will need to remember to manually refresh the PivotTable every time you open the workbook.

Fig 8.2.2 PivotTable Option

8.3 AUTO-INCLUDE ADDITIONAL ROWS / COLUMNS IN

PIVOT REPORT
Now we will learn how to create a PivotTable based on a dynamic named range that will expand as
you add additional rows/column in original data. This can be a great time saver and helps to protect
against inadvertent errors that result when PivotTables drawn from only part of the data source.
Typically, when you build a PivotTable, you select any cell in your data range and choose Insert >
PivotTable.
This generates the following dialogue box with a fixed Table/Range defined by an Absolute formula.
In the example illustration, that is: Sheet3!$A$1:$F$15 as shown in Fig 8.3.1.

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Fig 8.3.1 Data Range

This range is fine until you need to add more data in the form of additional rows and columns.
Here in the same data table, new rows are added in the form of additional week’s sale. Refreshing
the PivotTable will not pull in the extra days data as the data range is still fixed as shown in Fig 8.3.2.

Fig 8.3.2 Data range to add New Row

Hence, there is need to update the range of source data by clicking on the PivotTable and then
choosing Options > Change Data Source. It’s an additional task to remember and if you have multiple
PivotTables pulling data from the same data range, it is quite time consuming. As of now its small
data, and visible, so maybe we can change it, but practically data can be huge, and it’s difficult to
keep track of additional data and change range every time. We will learn in next sub head how to
overcome this problem.
8.3.1 Put Your Data in an Excel Table (Short cut key Ctrl+T or Ctrl+L)
By converting your source data in table format, you don’t have to change the source of your
PivotTable again and again. Whenever you add/delete data in your existing source data table, it
will automatically update PivotTable range. This will save your precious time.
8.3.2 Steps To convert your data into a Table format
 Select any of the cells in your data

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 Use shortcut key Ctrl + T or Ctrl + L or Go to → Insert Tab → Tables → Table
 You will get a pop-up window with your current data range as shown in Fig 8.3.3.

Fig 8.3.3 Create Table Pop-up

 Click Ok
 Now to create a PivotTable select any cell of your data. Go to → Design Tab → Tools → Summarize
With PivotTable
 Click OK as shown in Fig 8.3.4

Fig 8.3.4 Summarize with PivotTable

Now, whenever you add new data into you datasheet, it will automatically update PivotTable range
and you have to just refresh your PivotTable.
Tip: If you have an existing PivotTable, go to any cell in your data source and use shortcut key “Ctrl
+ T”. You will get a pop-up window with your current data range as shown in Fig 8.3.5.

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Fig 8.3.5
Click Ok.
Now your PivotTable will automatically pick new data added into your source sheet. To automatically
update PivotTable once new data added in source sheet, just refresh PivotTable.

8.4 QUICKLY GROUP DATES BY MONTHS, QUARTERS AND

WEEKS
Now we will discuss a great trick. You can group dates in PivotTables to show the report by
month, quarter or Week?
Let us say you have a sales transaction database like as shown in Fig 8.4.1.

Fig 8.4.1 Transactional Database

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Presently if we want to show our report “Total Sale made by salesperson in each month” in
PivotTable, and try a PivotTable, it will look like this as shown in Fig 8.4.2

Fig 8.4.2 PivotTable “Total Sale made by salesperson in each month”

Now, we feel that we will need an extra column in our database which should have month. For
this, we spend our precious time to insert a custom column of month based on date; but if we use
Grouping trick, it will be done in few seconds. Let us do.
Now in above PivotTable with Sales person as column header, Transaction date as row header and
“Total Sales” as pivot values.
Now select any transaction date in the above PivotTable, right click and select “Group”
In the group dialog box, select “Months” for group by option. Press ok.
Wow! your data is grouped by month. Few seconds and you are ready to analyze the data by month.
As shown in Fig 8.4.3.

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Fig 8.4.3 Analyze the data by month

8.4.1 Special cases for grouping dates in PivotTables
While the above example is simple, there are various things you can do when you are grouping data
in pivot reports. Here are some cases and how to get the grouping in PivotTables.

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8.4.2 Group by Quarter & Month:

Fig 8.4.4 Group by Quarter & Month

To group the PivotTables by Quarter and Month,
Select “group” option.
Select both “Quarter” and “month” in the “group by” option, Click ok.
8.4.3 Group by Week:

Fig 8.4.5 Group by Week

To group the PivotTable dates by week,
 Select “group” option
 Select “Days” in the “group by” option. When you do this, the “number of days” box will be
enabled. Enter the number of days as “7” to group your pivot report by week.

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Tip : In the same way you may group your data even based on hours. Try it yourself
8.4.4 Calculate the Month in Data Source
Since you can’t group by both week and month, you can use a workaround instead. You could create
a column in the source data, and then calculate one of the grouping levels there. Then, you could
add that field to the PivotTable.
For example, you can add a column that calculates the month name for each sales order date, by
using the TEXT function: =TEXT(A2,”mmm”)

Fig 8.4.6 Calculate the Month in Data Source

Add the Month field to the PivotTable, above the weeks.

Fig 8.4.7 PivotTable

Calculate the Week Number
Another option is to add a column to the source data, with a formula to calculate the week number:
= WEEKNUM(A2).

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Fig 8.4.8 Calculate Week number

With the TxnDate field in the Row Labels area, group the dates by months. In the Row Labels area,
add the WeekNum field below the TxnDate field, to summarize the data by month and week number.

Fig 8.4.9 Summarize data

Note: If a week begins in one month and ends in another, it will appear under both months.

8.5 CREATE AT A CLICK SEPARATE PIVOTS FOR EACH ITEM

Now let’s learn how to quickly create multiple PivotTable reports with the Show Report Filter Pages
feature.

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By now you have understood that PivotTables are an amazing tool for quickly summarizing data
in Excel. They save us a TON of time with our everyday work. Now we will discuss one “hidden”
feature of PivotTables that can save us even more time.
Sometimes we need to replicate a PivotTable for each unique item in a field. This could be a report
for each:
Salesperson on the sales team.
Account in the Trial Balance or General Ledger.
Department in organization.
Stock in the portfolio.
Or, any other field (column) in your data set.
We could create one PivotTable, filter it for a specific item, then copy the sheet and re-apply a filter
for the next item. This would take A LOT of time, if we have dozens or hundreds of unique items
in the data set.
Fortunately, we don’t have to do all this manual work. PivotTables have a feature called Show
Report Filter Pages that automates this entire process.
8.5.1 Show Report Filter Pages Feature
The Benefits of this feature are:
 Create a copy of an existing PivotTable for each unique item in a field.
 The new PivotTables are created on individual worksheets.
 Each sheet is renamed to match the item name.
 A filter is applied to the field in the Filters Area of each PivotTable for the item.
All this is done with a click of a button. Your field can have hundreds of unique items. Show Report
Filter Pages will create a sheet for each item and replicate the PivotTable report.
Here are the steps:
Step 1 – Add the field to the Filters Area
The first step is to create a PivotTable. Then add the field that contains the list of items to the Filters
Area of the PivotTable.
In this example we want to create one PivotTable for each salesperson in the organization. So, we
are going to add the Salesperson field to the Filters Area of the PivotTable.
This allows us to filter the entire PivotTable for a single sales person.
Step 2 – Run the Show Report Filter Pages
Once we have the PivotTable all setup with the report we want to replicate, we just have to click the
Show Report Filter Pages button.
 Select any cell inside the PivotTable.
 Select the Options contextual ribbon tab.
 Click the drop-down arrow to the right of the Options button on the left side.

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 Click the Show Report Filter Pages… button.
 The Show Report Filter Pages window will appear with a list of all the fields in the Filter Area
of the PivotTable. Select the field to create the reports on
 Then press OK.

Fig 8.5.1 Show Report Filter Option

Fig 8.5.2 Show Report Filter

Result: A worksheet will be created for each item in the list with a PivotTable that is filtered for that
item. The worksheet will also be renamed to match the item name.

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8.6 USING SLICERS AND TIMELINES - CONNECTING

MULTIPLE PIVOTS TO A SINGLE FILTER
Slicers is new feature in Excel 2010. It’s very powerful option and will help you play with your Pivot
in a quick way, and you will find it great for creating beautiful dashboards and play around them.
8.6.1 Slicers
The Slicers work like a filter without going to dropdown. In this example, we created a PivotTable
from our data and put Region and Salesperson into the Report Filters area. When we selected “North”
in Region Report Filter drop down, the PivotTable showed the all products with sale quantity as
shown in Fig 8.6.1.

Fig 8.6.1 Sales Quantity

When we click the drop down for Salesperson, it showed all the Salesperson, not just the ones in
the North Region.

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Fig 8.6.2 Salesperson drop down

Add Excel Slicers
To insert a slicer for a PivotTable,
 Select any cell in the PivotTable.
 On the Options tab of the Ribbon, click Insert Slicer.
 Check the fields for which you want to add slicers, then click OK

Fig 8.6.3 Insert Excel Slicers

In the Insert Slicers dialog box, there is a list of fields from the PivotTable. Add a check mark to the
fields you’d like to use as slicers as shown in Fig 8.6.4.

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Fig 8.6.4 List of fields from the PivotTable

To use the slicers, click on one of the items. Other slicers connected to the same PivotTable will
change, to highlight items in the filtered data.
For example, “North” is selected in the Region slicer. In the Salesperson slicer, Salesperson from
North region only are listed at the top. Below those other salespersons are, in grey font.

Fig 8.6.5 Selected Region in Slicer

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This is a helpful new feature, and provides the dependent type of filter that PivotTable users have
wished for. Also, unlike Report Filters, you can position the slicers anywhere in the workbook —
even on a different worksheet.
The slicers appeared on the worksheet can be resized and moved. Also there are lot of things like
design and others can be done with contextual slicer tab appear on top when you click anywhere
in slicer.

Fig 8.6.6 Slicer Styles

8.6.2 Connect another PivotTable with Slicer
If we create multiple PivotTables from the same data, we can connect them to the same slicers, and
filter all the PivotTables at the same time.
To create the Slicer connection in the second PivotTable:
 Select a cell in the second PivotTable
 On the Excel Ribbon’s Options tab, click Insert Slicer
 Click Slicer Connections

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Fig 8.6.7 Slicer Connections

In the Slicer Connections window, add a check mark to each slicer.

Fig 8.6.8 Slicer Connections Dialog box

See below in screen shot, both PivotTables are now connected to the Slicer. If we select an item in
a slicer, both PivotTables will be filtered. For example, in the Region slicer “East” and “North” are
selected and in sales person “Cool Man” and “Hot Man” are selected and in product few products
are selected and we see report accordingly as show in Fig 8.6.9.

Fig 8.6.9 PivotTable Connections Dialog box

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8.6.3 Customize or design a Slicer
We can move slicer to any location and change its size. We can also change the Slicer style, which
may be useful if we have more than one Slicer.
 To move the Slicer, we have to simply drag it to the location we want.
 To change the size of the Slicer, click it, and then drag the sizing handles to re-size it.
To change the style of the Slicer, click it to display the Slicer Tools, and then pick the style we want
on the Slicer Style sub tab.

Fig 8.6.10 Change the style of Slicer

8.6.4 Timelines (New Feature in Excel 2013)
Like slicer, instead of playing around with filters to show dates, in Excel 2013, we can now use a
PivotTable timeline. It will work like a slicer and we can add to our PivotTable that lets us filter by
time, and zoom in on the period we want. Click any cell on the pivot > Go to Tab Analyze and then
Insert Timeline to call it up.

Fig 8.6.11 Change the style of Slicer

Much like a slicer we create to filter data, we can insert a timeline once and keep it with our PivotTable
to change the time period as per need.

8.7 CREATE RUNNING TOTALS IN PIVOTTABLE

Sometimes we need running total along with our transactional data, like in case of bank account or
cash book. Let’s learn how to customize our pivot to have both transactional as well as running total.
In Excel 2010 and later versions, we can also use the % Running Total calculation, to show the current
running total amount, divided by the grand total.
First we have to set up a PivotTable with relevant data.

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Below is a PivotTable as shown in Fig 8.7.1 which contains daily sale of our sales person. Now we
want a running total along with daily transaction.

Fig 8.7.1 PivotTable with daily sale of Sales Person

We can also see the Grand Total for each salesperson. Currently, PivotTable have only Normal
calculations, there are no custom calculations.
Add a Custom Calculation
To calculate a running total of Sales, for each Customer and for each month, we will change the Sales
value to a custom calculation.
We will base the running total on the Date field which is grouped under Month, so the totals
accumulate across the Month columns.
Right-click one of the cells in the Values area, and click “Show Values as” then Click on “Running
Total in” as shown in Fig 8.7.2

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Fig 8.7.2 Running Total

From the Base field list, choose “Txn Date”

Click the OK button

Note: If we select a base field that isn’t in the row or column area, all the results will show an #N/A
error. Also, if there’s an error in any month’s results, it will carry down through the remaining months.
The final result with running totals will be like this screen shot as show in Fig 8.7.3

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Fig 8.7.3 Final result

We can now see the difference in screen shot above, Earlier Vs New.
In the previous PivotTable layout, we chose Date as the base field, and each Month column shows
a running total for the year and customer, by month.
If we change the Base field, and select Customer instead, the running total accumulates down the
Month columns in the PivotTable.
Just Try to play with different base field and see the results.
8.7.1 Running Totals with Multiple Row Fields
We can use running totals in PivotTables with a single field in the Row area, or multiple fields. The
base field can be in the Column area, so the running total goes across, or the base field can be in the
Row area, so the running total goes down.
We can experiment with the field arrangement, to find the layout that is easiest to understand.
In the previous example, the Year and Customer fields were in the row area.
In the PivotTable below, Year has been moved to the Report Filter area, and a single year is selected.
Customer is in the Row area, and Month is in the Column area.
The Qty field shows a running total, based on Month, and the report is compact and easy to read
as shown Fig 8.7.4

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Fig 8.7.4
In the next PivotTable, Month has been moved to the Row area, and the Value field of sale Amount
still shows a running total, based on Month.
This layout takes more room, and it is more difficult to compare the customers and months.

Fig 8.7.5

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8.7.2 Running Total In %
In Excel 2010, we may also use the % Running Total calculation, to show the current running total
which is divided by the grand total.
In the PivotTable shown below, there are three Value fields in the PivotTable, showing the Sum of
Qty sold in each month.
In column B, the sum is shown, with no calculation. This is the number of units sold on each date
listed.
In column C, the sum is shown, as a Running Total for Date. This is the total units sold, up to and
including each date.
In column D, the sum is shown, as % Running Total for Date (new in Excel 2010). This is the total
units sold, up to and including each date, divided by the grand total of units sold.
By Apr (in Row labels), a running total of 6780 units (Qty RT column) have been sold, and the %
Running Total is 54.11% (Qty RT% column) of the 12530 overall total units sold till Aug. To cross
check the calculation, a formula is entered in cell E9 as shown in Fig 8.7.6.

Fig 8.7.6

8.8 PERFORM CALCULATIONS WITHIN PIVOTTABLES

In a PivotTable, we can create calculated fields, using formulas that work with the sum of other
pivot fields. There are limitations to what a calculated field can do, but they let us add more power
to PivotTables. There are 2 types of calculation in a PivotTable.

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8.8.1 PivotTable Calculated Field
In a PivotTable, we can create a new field that performs a calculation on the sum of other pivot fields.
For example, in the screen shot below, a calculated field, named “Incentive” has been created, and it
will calculate 5% of the Sale amount, if the sum of Units sold is greater than 100 as shown in Fig 8.8.1.

Fig 8.8.1Calculated Field

Here are some of the features and limitations of calculated fields:
8.2.2 Features
 For calculated fields, the individual amounts in the other fields are summed, and then the
calculation is performed on the total amount.
 Calculated fields are automatically available in all PivotTables that are based on the same pivot
cache.
8.2.3 Limitations
 Calculated field formulas cannot refer to the PivotTable totals or subtotals.
 Calculated field formulas cannot refer to worksheet cells by address or by name.
8.8.4 Add a Simple Calculated Field
In this example, the PivotTable shows the total sales for each salesperson per product, and the Units
field summarizes the number of units sold as shown in Fig 8.8.2.

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Fig 8.8.2 summarizes the number of units sold

The salesperson will earn a 3 percent Incentive on their Total Sales. To show the Incentive, we can add
a calculated field to the PivotTable. In this example, the formula will multiply the Total field by 3%.
To add a calculated field:
 Select a cell in the PivotTable, and on the Excel Ribbon, under the PivotTable Tools tab, click the
Options tab.
 In the Calculations group, click Fields, Items, & Sets, and then click Calculated Field as shown
in Fig 8.8.3.

Fig 8.8.3 Calculation Group

 Type a name for the calculated field, for example, Incentive.
In the Formula box, type =Total * 3%
 Click Add to save the calculated field, and click Close as shown in Fig 8.8.4.

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Fig 8.8.4 Click Add to save the calculated field

The Incentive field appears in the Values area of the PivotTable and in the field list in the PivotTable
Field List as shown in Fig 8.8.5.

Fig 8.8.5 PivotTable Field List

8.5.5 Add a Complex Calculated Field
In this example, the PivotTable shows the total sales for each salesperson per product, and the
Quantity field summarizes the number of Qty sold. We will create a calculated field that uses these
two fields, and the IF function.
The salesperson will earn a 5 percent bonus if they have sold more than 300 units of any product.
To show the bonuses, you can add a calculated field to the PivotTable. In this example, the formula
will test the Units field, to see if more than 300 units were sold, and multiply the Total field by 5%.

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To add a calculated field:
Follow the steps above, to open the Calculated Field dialog box
1. Type a name for the calculated field, for example, Bonus.
2. In the Formula box, type the IF formula that refers to the Qty and Total Sale:
=IF(Quantity >300,’Sale Amount’ *5%,0)
3. Click Add to save the calculated field, then click Close.

Fig 8.8.6 Insert Calculated Field “Bonus”

The Bonus field appears in the Values area of the PivotTable, and in the field list in the PivotTable
Field List as shown in the Fig 8.8.7.

Fig 8.8.7 The Bonus field appears in the Values area of the PivotTable

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8.8.6 Modify a Calculated Field
After we create a calculated field, we might need to change its formula. In this example, we’ll change
the Bonus percentage for the calculated field formula that was created in the previous section.
Follow the steps above, to open the Calculated Field dialog box
1. Click the drop down button in the Name box, and select the calculated field that we want to
modify - Bonus in this example as shown in Fig 8.8.8.

Fig 8.8.8 Drop down button in the Name box

2. In the Formula box, make changes to the formula - in this example, the percentage was changed
from 3% to 4%:
=IF(Quantity > 300, Sale Amount*10%, 0)
Click Modify to save the calculated field changes, then click Close as shown in Fig 8.8.9.

Fig 8.8.9 Click to Modify

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8.8.7 Remove a Calculated Field
In this example as shown in Fig 8.8.10, the PivotTable has a calculated field named Bonus. It appears in
the Values area as Sum of Bonus. We can temporarily hide the Bonus calculated field, or permanently
delete it from the PivotTable.

Fig 8.8.10
Temporarily Remove a Calculated Field
To temporarily remove a calculated field from a PivotTable, follow these steps:
 In the PivotTable, right-click a cell in the calculated field. In this example, we’ll right-click the
Bonus field.
 In the popup menu, click the “Remove” command that shows the name of the calculated field
as shown in Fig 8.8.11

Fig 8.8.11 Temporarily Remove “Sum of Bonus”

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The calculated field is removed from the PivotTable layout, but remains in the PivotTable Field List.
Later, we can add a check mark to the calculated field in the PivotTable Field List, to return it to the
PivotTable layout.
Permanently Remove a Calculated Field
To permanently remove a calculated field, follow these steps to delete it:
 Select any cell in the PivotTable.
 On the Ribbon, under the PivotTable Tools tab, click the Options tab.
 In the Calculation group, click Field, Items and Sets, and then click Calculated Field.
 From the Name drop down list, select the name of the calculated field you want to delete.
 Click Delete, and then click OK to close the dialog box as shown in Fig 8.8.12

Fig 8.8.12 Permanently Remove “Sum of Bonus”

8.9 SORTING IN PIVOTTABLE

In the PivotTable Row area, pivot items can be sorted in either of the following ways:
 by their labels, A-Z or Z-A
 by one of the Value fields, in Largest to Smallest or Smallest to Largest.
 However, the PivotTable structure puts restrictions on what will be sorted.
 If there is NO pivot field to the left of the field that we are sorting, all the pivot items will be
sorted together in the order that we have selected.
 If there ARE fields to the left of the field that we are sorting, the pivot items will be sorted within
each item of next field to the left.

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8.9.1 Sort by Labels
To quickly sort a pivot field’s items alphabetically:
 Right Click on any pivot item in the pivot field, choose desired Sort command
 Or select the cell/column on which you need sorting.
 Now click on the Data tab of the Excel Ribbon, click the A-Z command or the Z-A command
In the screen shot below, the Product field is in the row area, and a product name is selected, in cell
A8. When the Z-A button is clicked, the product names are sorted in descending order as shown
in Fig 8.9.

Fig 8.9.1 Sort by Labels

8.9.2 Sort by Values
In the same way, to quickly sort a pivot field’s items by a value field:
 Click on any pivot item’s value, to select that cell
 On the Data tab of the Excel Ribbon, click the A-Z command or the Z-A command
In the screen shot below, the Product field is in the row area, and Sale Amount is in Value area, a
cell in value area is selected, in cell B6. When the A-Z button is clicked, the Sale values are sorted in
ascending order.

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Fig 8.9.2 Sort by Value

8.9.3 Sort Pivot Field in Custom Order
Most of the time, we’ll sort a PivotTable alphabetically, based on the row labels, or by values. We
can also create custom lists, such as department names or cities, and specify a unique sort order
for those lists. Then, in PivotTable, we can use those lists as the sort order, instead of sorting A-Z.
To do this first we have to create a custom list. The same can be created by going to File/Options as
shown in Fig 8.9.3.

Fig 8.9.3 Sort by Custom order

Options/Advanced/Scroll down/Edit custom Lists as shown in Fig 8.9.4.

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Fig 8.9.4 Advance Options

Here we can add a new custom list as desired as shown in Fig 8.9.5.

Fig 8.9.5Custom List

Applying the Custom Sort Order
By default, if a custom list is already created and fields are according to that list, then list will be

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sorted as per custom list order. But if we have created a custom list after creating a PivotTable, then
follow these steps to apply custom sort order to a PivotTable field:
Refresh the PivotTable.
If the field is currently set for manual sorting, it won’t sort according to the custom list order. To
change it to automatic sorting, right-click a city label, click Sort, and then click Sort A to Z. The list
will be sorted as per custom list sort order.

8.10 PRODUCE TOP / BOTTOM REPORTS

8.10.1 Using Excel PivotTable Top 10 Filters
We can summarize data by creating an Excel PivotTable, and then use Value Filters to focus on the
top 10, bottom 10 or a specific portion of the total values in our data.
For example, instead of showing the total sales for all cities, use a filter to show just the top 10 cities,
or narrow it down to the top 3.
 Right Click any label field
 Select Filter
 Top 10

Fig 8.10.1 Top 10 Filter

There we will see a pop up screen, here you select top 3 as shown in Fig 8.10.2

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Fig 8.10.2 Top 3 Filter

And the new report with Top 3 City sales will be like this.

Fig 8.10.3 Top 3 City

In the screen as shown in Fig 8.10.4, the City field has been filtered to show only the top 3 cities, with
the highest sales amounts.

Fig 8.10.4 Top 3 City with highest sales

Or, if we want to focus on the poor performers, we can use a value filter to find the bottom 5 products
or sales regions.
8.10.2 Modify a Top 10 Filter
 After we add a Top 10 Filter, we can modify it, for a different result.
 In the PivotTable, click the drop down arrow in the Row Label of City field heading.
 In the pop-up menu, click Value Filters, then click Top 10.
 In the Top 10 Filter dialog box, change the number of Items to 5.
 Click OK, to close the Top 10 Filter dialog box, and apply the Value Filter.

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 The results change, to show only the 5 cities with the highest sales amounts.

Fig 8.10.5 Modify Top 10 Filter

8.10.3 Filter a PivotTable for Bottom 10 Items
The Top 10 filter helps us to find the highest amounts, but sometimes we may need to find the lowest
amounts, to focus on those values. Even though the filter is named “Top 10”, we can use it to find
the bottom amounts too.
To see only the Bottom 10 order dates, follow these steps:
 In the PivotTable, click the drop down arrow in the City field heading.
 In the pop-up menu, click Value Filters, then click Top 10.
 In the Top 10 Filter dialog box, select Bottom from the first drop down.
 Click OK, to close the Top 10 Filter dialog box, and apply the Value Filter.

Fig 8.10.6 Bottom 10 Item

The results change, to show only the 5 order dates with the lowest sales amounts.

Fig 8.10.7 Show only the 5 order

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8.10.4 Clear the Field Filters
When we have finished analyzing the filtered data, we can clear the Filters, to see all the data again.
In the PivotTable, click the drop down arrow in the City field heading.
Click Clear Filter From City, to remove the filter criteria, and show all the data.

Fig 8.10.8 Clear the Filters

Filter a PivotTable for Top 10 Percent
In addition to filtering for the top or bottom items, we can use a Value Filter to show a specific portion
of the grand total amount. As shown in Fig 8.10.9, we can see that the grand total sales amount is 43,927

Fig 8.10.9
Ten percent of the grand total is 4,393, and we can use a Top 10 filter to find the top or bottom cities
combine to total at least that amount.
To see only the top/Bottom selling that contributes to 10% of the total sales amount, follow these steps:
 In the PivotTable, click the drop down arrow in the City field heading.
 In the pop-up menu, click Value Filters, then click Top 10.
 In the Top 10 Filter dialog box, change the settings to Bottom 10 Percent Sales.

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Fig 8.10.10
The results change, to show only the bottom 4 cities dates, because their combined sales are lesser
than 10% of the original grand total amount.

Fig 8.10.11

8.11 ANALYZE MILLIONS OF ROWS OF DATA IN PIVOTTABLE

BY CONNECTING TO EXTERNAL DATA SOURCE (PASSING
THE ROW LIMITATION OF EXCEL)
Excel has a limitation of rows and columns. We may have maximum 10,48,576 rows and 16,384
columns in one excel sheet. Practically, even if we have rows more than 5 lacs then system start
working slow and get hanged or “Not Responding”. It’s very frustrating when in between your file
show “Not Responding”. Now a days, sometimes we must analyze data which is in millions and that
too may be some external database. To overcome this problem, Microsoft introduced “PowerPivot”
functionality to overcome the limitation of number of rows with this great feature. This is an add-in
which is part of Excel 2010. It enables us to import millions of rows of data from multiple data sources
into a single Excel workbook, create relationships between heterogeneous data, create calculated
columns and measures using formulas, build PivotTables and PivotCharts, and then further analyze
the data. The PowerPivot add-in should be downloaded from Microsoft website.

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8.11.1 Start the PowerPivot in Microsoft Excel (an add-in)
PowerPivot is an add-in you can use to perform powerful data analysis in Excel. The add-in is built
into certain versions of Excel, but by default, it is not enabled.
To enable Power Pivot before using it for the first time, follow the steps:
 Go to File > Options > Add-Ins.
 In the Manage box, click COM Add-ins > Go.
 Check the Microsoft Office PowerPivot box, and then click OK. If you have other versions of
the PowerPivot add-in installed, those versions are also listed in the COM Add-ins list. Be sure
to select the PowerPivot add-in for Excel as shown in Fig 8.11.1 and Fig 8.11.2.

Fig 8.11.1 Microsoft Excel (an add-in)

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Fig 8.11.2
 The ribbon now has a PowerPivot tab as shown in Fig 8.11.3.

Fig 8.11.3 PowerPivot in the Ribbon

 Open the PowerPivot window
 Click PowerPivot.
 This is the tab where we work with PowerPivot Tables, New Measure, Measure Settings, and
creating linked tables.
 Click PowerPivot Window as shown Fig 8.11.4.

Fig 8.11.4 PowerPivot Window

Now we are in the Power Pivot window. Here we can click Get External Data to use the Table Import
Wizard to filter data as we add it to our file, create relationships between tables, enrich the data
with calculations and expressions, and then use this data to create PivotTables and Pivot Charts.
Even we can send multiple tables of existing file in to PowerPivot Model and create relationship
between tables.
The advantage is we don’t need to write complex formulas here and PowerPivot will create auto
relationship which is extremely fast.
8.11.2 Creating the PivotTable
Once the Data Model is ready, we can create the PivotTable by clicking on the PivotTable button on
the Home Tab of the Power Pivot Window as shown in Fig 8.11.5.

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Fig 8.11.5 Creating PivotTable

Then select the location of the PivotTable (New worksheet or Existing worksheet) and click OK.

Fig 8.11.6 Create PivotTable

Once you click OK, the PivotTable Fields List will appear.
Now we can work here on a normal PivotTable by dragging fields in desired area and preparing
reports on multiple permutations and combinations.

Fig 8.11.7

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After these steps, we should get the PivotTable with the Sales by Region and Salesperson.
8.11.3 Importing data in PowerPivot
Importing relational data through the Power Pivot add-in is often a faster and more efficient
alternative to importing in Excel.
 Check with a database administrator to get database connection information and to verify we
have permission to access the data.
 In PowerPivot, click Home > Get External Data > From Database if the data is relational or
dimensional.
Alternatively, we can import data from other data sources:
 Click Home > From Data Service if the data is from Microsoft Azure Marketplace or an Data
feeds.
 Click Home > Get External Data > From Other Sources to choose from the full list of supported
data sources.
On the Choose How to Import the Data page, we can choose whether to take all the data in data
source or to filter the data, either by selecting tables and views from a list or writing a query that
specifies which data to import.
The advantages of importing data through PowerPivot are:
1. Filter out unnecessary data to import just a subset.
2. Rename tables and columns as we import data.
3. Paste in a predefined query to select the data that it returns.
Tips for choosing data sources
 OLE DB providers can sometimes offer faster performance for large scale data. When choosing
between different providers for the same data source, we should try the OLE DB provider first.
 Importing tables from relational databases saves our steps because foreign key relationships
are used during import to create relationships between worksheets in the PowerPivot window.
 Importing multiple tables, and then deleting the ones we don’t need, may save our steps. If
we import tables one at a time, we might still need to create relationships between the tables
manually.
 Columns that contain similar data in different data sources are the basis of creating relationships
within the PowerPivot window
 To support data refresh for a workbook that we publish to SharePoint, choose data sources that
are equally accessible to both workstations and servers. After publishing the workbook, we can
set up a data refresh schedule to update information in the workbook automatically. Using data
sources that are available on network servers makes data refresh possible.
Permissions are typically required to refresh data. If we share the workbook with others who also
want to refresh the data, they also need read permissions on the database.
Remember that how you share your workbook will determine whether data refresh can occur.

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8.12 SUMMARY
Excel is a great tool for analyzing multi-dimensional data. In this chapter, we learned some great
features like Grouping, Table, Slicers, Timelines, etc. Converting data in to Table made our PivotTable
dynamically linked to source data which keeps appending. Slicers and Timelines are great features
to see reports on different angles without going to filtering.
Finally, we also did sorting, producing top 10 items, performing calculations in PivotTable and
creating multiple reports on a single click.
In addition, we learned how to install PowerPivot Excel add-ins and use it to play and analyze
millions of rows.

8.13 REFERENCES
1. www.support.office.com
2. www.contexures.com
3. www.chandoo.org
4. www.excel.tips.net

8.14 MULTIPLE CHOICE QUESTIONS (MCQ) FOR PRACTICE

1. How may PivotTables can be drawn from Single Data Source?
(a) 1
(b) 2
(c) 3
(d) No Limit
2. What is the short cut key for converting your Data source to a Table?
(a) Alt + T
(b) Ctrl+ T
(c) Shift +T
(d) Fn+T
3. What is the most powerful benefit of converting data in to a Table?
(a) It looks good
(b) Easy in filtering/sorting
(c) Formulas/Pivots get auto updated with additional data
(d) None
4. Can we do Grouping of Month, Quarter and Year together in same Pivot?
(a) Yes
(b) No

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(c) One at a time
(d) Max 2 at a time
5. For converting separate sheet for each item, our field should be in which area of Pivot?
(a) Report Filter
(b) Column Labels
(c) Row Labels
(d) Values
6. What is the improved version of Filters in PivotTable?
(a) Timelines
(b) Slicer
(c) Report
(d) None
7. Can we connect same Slicer to Multiple PivotTables of same data source?
(a) No
(b) Yes
(c) Max 2
(d) Max 5
8. Which version of Excel Introduced Timelines?
(a) 2007
(b) 2010
(c) 2013
(d) 2016
9. What calculations possible in PivotTable?
(a) Sum/Minus
(b) Multiply/Divide
(c) If Condition
(d) All Above
10. Which new feature of Excel help to Analyze millions of rows
(a) Power View
(b) Power Line
(c) Power Pivot
(d) PivotTable

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 9
C Office automation-MS-Excel 2010
H
A DASHBOARD
P
T
E
REPORTING USING
R EXCEL
C
H
ALEARNING OBJECTIVES
T To gain understand of creating a Dashboard
E
R To know Benefits of Dashboard
 To Getting your Data ready
 To understand Chart Type and Design Principals
 To Create Pivot Tables with common Slicer
 To Build Interactive Dashboards
 To analysis data of Dashboards
 To Automate your Dashboard
 Sharing of Dashboards

9.1 INTRODUCTION
We understood the Multi-Dimensional Analysis of Data in earlier chapter, now let’s learn how to
analyze, manipulate and turn database into an interactive and dynamic dashboard.
A dashboard is an efficient and concise way to communicate the crucial information and performance
overview generated with various tools and databases, with senior level executives and top
management, on a single screen.
Stephen Few author of Information Dashboard Design, explains –
“A dashboard is a visual display of the most important information needed to achieve one or more objectives;
consolidated and arranged on a single screen so the information can be monitored at a glance.”
Just as the automobile’s dashboard provides all the critical information needed to operate the
vehicle at a glance, a BI dashboard serves a similar purpose whether you’re using it to make strategic
decisions for a huge corporation, run the daily operations of a team, or perform tasks that involve
no one but yourself. The means is a single-screen display; the purpose is to efficiently keep in touch
with the information needed to do something.

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Fig 9.1.1 Automobile Dashboard

In a similar way, business dashboards are used to view and/or monitor the organization’s
performance with ease.
To do this, we will be using primarily PivotTable and new Slicer feature of MS Excel 2010 by which
we will be connecting multiple reports and charts with single connection. Dashboards are very
helpful for Top and Middle Management to see one pager report with different angle.

9.2 BENEFITS OF DASHBOARDS

 Better Visual presentation of data.
 Easy to highlight exceptional data points
 Effective in highlighting efficiencies/inefficiencies.
 Helps in generating detailed reports showing new trends.
 Helps in making more informed decisions based on data collected.
 Helps in alignment of strategies and organizational goals.
 Instant visibility of all systems in total.
 Quick identification of data outliers and correlations.

9.3 TYPES OF DASHBOARDS

Dashboards can be categorized based on their utility as follows −
 Strategic Dashboards
 Analytical Dashboards
 Operational Dashboards
 Informational Dashboards
9.3.1. Strategic Dashboards
Strategic dashboard comes handy for the top-level management in decision making and to
determining and aligning with strategic targets within the organization. It provides the snapshot of
data, displaying the health and opportunities of the business, focusing on the high-level measures
of performance and forecasts.

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Strategic dashboards require to have periodic and static snapshots of data (e.g. daily, weekly,
monthly, quarterly and annually). It need not be constantly changing from one moment to the next
and require an update at the specified intervals of time.
It portrays only the high-level data and not necessarily giving the details.
It can be interactive to facilitate comparisons and different views in case of large data sets at the
click of a button. But, it is not necessary to provide more interactive features in these dashboards.
9.3.2 Analytical Dashboards
Analytical dashboard lets its users to have an insightful reach at historical, current and predictive
data, which user can leverage to analyze big chunk of data to build the trend analysis and to predict
the future outcomes. Instead of regular employees, analytical dashboards are typically designed
and generated by the business analyst.
Analytical dashboards typically support interactions with the data, such as drilling down into the
underlying details and hence, should be interactive. Examples of analytical dashboards include
Finance Management dashboard and Sales Management dashboard.
9.3.3 Operational Dashboards
Operational dashboards are used to constantly monitor the frequent business operations to track
real time activities. They are often designed differently as compared to other types of dashboards
mainly to observe activities and events that are changing on minute-by-minute basis resulting in
frequent data updates that might require immediate attention and response. Operational dashboards
are designed in such a way that it can be readily available for monitoring performance metrics at
any point of time.
An operational dashboard could be used by a manufacturing unit to track the manufacturing activity
to ascertain volume of defect, complaint and returns.
9.3.4 Informational Dashboards
Informational dashboards are used to highlight crucial information from the large volume of data.
Informational dashboards are somewhat similar to a PivotTable, it consists one or more row and
column headers and contains required information in the intersections of the row and column. These
types of dashboards are used to quickly display the high-level summaries out of large data. It can
be either static or dynamic with live data but not interactive. For example, flights arrival/departure
information dashboard in an airport.

9.4 GETTING YOUR DATA READY

Based on user requirement and category, data is arranged. The basic premise for the data used for
dashboard is that it should be relevant, error-free, up to date and live, if required. The data can be
from various sources and of different formats.
It is to be ensured that the results displayed on a dashboard must be authentic and correct. It is
crucial because the information on a dashboard will be used for decision making and future course
of actions. Hence, along with the data being displayed, the medium chosen for the display is equally
important It is to be ensured that the dashboard should not give an erroneous impression in the data
representation. The focus should be on the ability of the data visualization that would unambiguously
project the conclusions.

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The dashboards have become the most sought-after medium of representation to top management
and end users.
We can create a dashboard in Excel using various features of excel that help us to make data
visualization prominent. We can use conditional formatting in data tables to highlight the good and
bad results We can summarize the data in charts, sparklines and PivotTables We can add interactive
controls, and we can define and manage Key Performance Indicators (KPIs) and so on.
Now let’s discuss the some of the most important Excel features, which are useful in creating a
dashboard. These features help us to prepare dashboards from complex data and provide visual
impact on the current status or performance in real time.
9.4.1 Excel Tables
Data is most important component of any dashboard. The data can be from a single source or
multiple sources. Excel tables are well suited to get the data into the workbook; in which we want to
create the dashboard. There are several ways to import data into Excel, by establishing connections
to various sources. This makes it possible to refresh the data in the workbook whenever the source
data gets updated.
We can name the Excel tables after converting data in Table Format using Design Tab. Post which,
we can use those names for referring our data in the dashboard. This would be easier than referring
the range of data with cell references. These Excel tables are our working tables, which contain the
raw data as shown in Fig 9.4.1.

Fig 9.4.1 Excel Table

9.4.2 Sparklines
Sparklines are mini charts. It can be prepared either Row wise or Column-wise and can be placed in
a single cell. It is useful to show the trends in the data tables over a period of time. This feature has
been added in Excel 2010 and other newer versions. There are 3 types of Sparklines i.e. Line charts,
Column charts and Win-Loss charts. The sample Sparklines are given below as shown in Fig 9.4.2:

Fig 9.4.2 Sample of Sparklines

9.4.3 Conditional Formatting
Conditional formatting is useful in highlighting cell values based on certain predefined conditions.
If conditional formatting is applied on a table, cells will be highlighted only if condition is fulfilled.
If not fulfilled, cells will be in normal mode. The conditional formatting can be done by using Excel

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defined rules (such as Highlight Cells Rules, Top/Bottom Rules, Data Bars, Colour Scales, Icon Sets,
etc.) or we can create our own rules, based on the applicability to our data.
Some of the examples of conditional formatting as shown in Fig 9.4.3 (A) to Fig 9.4.3(D):
(a) Highlight Cells Rules (Say value greater than 31)

Fig 9.4.3(A) Example of Conditional formatting

(b) Top / Bottom Rules (Say Top 3 and Top 3 Bottom values)

Fig 9.4.3(B) Top 3/ Top 3 Bottom

(c) Data Bars (Say Gradient Fill)

Fig 9.4.3(C) Data Bars

(d) Icon Sets (Say Directional)

Fig 9.4.3(D) Icon Sets

9.4.4 Excel PivotTables
PivotTable is an excellent feature which is used for summarising large data sets and help in quick
analysis of data. Excel PivotTables come handy to include in our dashboard. We can use either the
Excel tables or the more powerful data tables in the data model to create PivotTables (PowerPivot

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– an add-in - introduced in Excel 2010). We have already studied PivotTables in detail in previous
chapters.
9.4.5 Excel Charts
Excel charts are the most widely used data visualization components for dashboards. We can help
the user to view the data patterns, doing comparisons and review trends in data sets of any size
strikingly adding color and styles.
Excel has several built-in chart types such as Line, Bar, Column, Scatter, Pie, etc. Based on the
requirement and data type, we need to select the best suitable charts.
9.4.6 Column Charts

Fig 9.4.6 Column Charts

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9.4.7 Line Charts

Fig 9.4.7 Line Charts

9.4.8 Pie Charts

Fig 9.4.8 Pie Charts

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9.4.9 Bar Charts

Fig 9.4.9 Bar Charts

9.5 SELECTING THE APPROPRIATE CHART TYPE

In order to display the data using a chart in dashboard, we need to first identify the purpose of the
chart. Once we have clarity on what we want to represent by a chart, we can select the best chart
type that depicts our message.
Following are some suggestions on selecting a chart type –
 If we want to compare data values, we can choose a bar chart, pie chart, line chart, or scatter
chart.
 If we want to show distribution, we can do so with a column chart, scatter chart or line chart.
 If we want to show trends over time, we can use a line chart.
 If we want to represent parts of a whole, a pie chart can be an option. But, while we use a pie
chart, remember that only two to three different data points with very different data values can
be effectively depicted with the varying sizes of the Pie slices. If we try to depict more number
of data points in a Pie chart, it can be difficult to derive the comparison.
 We can use Scatter chart in following scenarios −
  We want to show similarities between large sets of data instead of differences between
data points.
 We want to compare many data points without regard to time. The more data that we
include in a Scatter chart, the better the comparisons we can make.

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In Excel 2013 and Excel 2016, a new feature “Recommended Charts” has been added, which helps
to find a chart type that is suitable to current data.
Once we can create a chart with a chart type, if required we can modify it later any time easily using
the option of “Change Charge Type” in Design Tab.
If we have data in a single Excel table, we can summarize the data in the way that is required using
Excel PivotTables. Similarly, we can use PowerPivot feature. in Excel 2010, we have to install
PowerPivot as an add-in, which is available on Microsoft site. One we activate the PowerPivot add-in,
we will be able to see a PowerPivot Tab. (Note: We will get to know more about Power PivotTable
and other Excel power tools such as Power PivotChart in other chapters.)
PivotTables, Power PivotTables and Power PivotCharts come handy to display summarized results
from big data sets on dashboard. It is advisable to get mastery on the normal PivotTable before we
venture into the power tools.

9.6 CREATING A PIVOTTABLE

We can create a PivotTable either from a range of data or from an Excel table. It is to be ensured that
the table contains a header. No pivot can be made without a header/title.
We can start with an empty PivotTable and construct it from scratch or make use of Excel
Recommended PivotTables command (feature of Excel 2013) to preview the possible customized
PivotTables for our data and choose one that suits our purpose.
Consider the following data range that contains monthly average normal temperature for 4 places
(Chennai, Delhi, Kolkata and Mumbai) as shown in Fig 9.6.1

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Fig 9.6.1 Data range for 4 Places

To create a PivotTable from above data range, we do the following –
 Ensure that in the table, the first row has headers. The headers will be the field names in the
PivotTable.
 For making a PivotTable, either select entire table or just click on any cell in database
 Then click on the INSERT tab and select option PivotTable in the Tables group.
 “Create PivotTable” dialog box appears as shown in Fig 9.6.2.

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Fig 9.6.2 Creating PivotTable

 In Create PivotTable dialog box, “under Choose the data that you want to analyze”, we can
either select a Table or Range from the current workbook or use an external data source. Hence,
we can use the same steps to create a PivotTable form either a Range or Table.
 Choose default commands like New Worksheet. Data Range will be taken for entire table
automatically.
 Click the OK button. A new worksheet will get inserted into our workbook on the left side of
data sheet. The new worksheet contains an empty PivotTable.
 When we are inside the PivotTable, we can see PivotTable Field List on right hand side of screen
and 2 new tabs i.e. Options and Design. (In Excel 2013 & 2016, instead of Options Tab, we can
see Analyze Tab).
 Name the worksheet – “MyPivotTable” using the Options Tab

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Fig 9.6.3 PivotTable Field List

 The PivotTable Fields list contains the header names of the columns in the data range.
 We need to select PivotTable fields based on what data we want to display. By placing the fields
in appropriate areas i.e. Filters, Rows, Columns and Values, we can obtain the desired layout
for the data.
For example, for calculating Quarterly average normal temperature for different cities, we need to
do the following –
 Click on the field Place in the PivotTable Fields list and drag it to ROWS area.
 Click on the field Qtr in the PivotTable Fields list and drag that also to Column area.
 Click on Normal Temperature and drag it to ∑ VALUES area. Also change the field setting to
Average from Value field settings option.

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Fig 9.6.4 PivotTable for calculating Quarterly average normal temperature

The PivotTable is ready. If required, we can change the layout of the PivotTable by just dragging
the fields across the areas. We can select / deselect fields in the PivotTable Fields list to choose the
data we want to display. In case we want to select multiple options in the field list, we can do the
same using filter option.
At the bottom of PivotTable Field List, there is option called as “Defer Layout Update”. If this option
is not selected, then the results for all the changes done in PivotTable can be seen immediately and
if Defer Layout Update option is selected, then the changes will be reflected only if we manually
click on Update button on Right hand bottom side of PivotTable Field list.
In Excel 2010 and onwards, in PivotTable, a new feature called as Slicer has been added. It works like
a filter. For more details about Slicers, please refer to chapter on Multi-Dimensional Analysis of Data.

9.7 DASHBOARD - INITIAL PREPARATION

The first step in building a dashboard is the initial preparation. Before making any dashboard, we
need to answer the following questions –
 Why do we need the dashboard? − Is this dashboard for a specific task, like showing the status
of a project, or does it need to achieve a broader goal, like measuring business performance?
Understanding why we are building the dashboard will guide we in the design.

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 What purpose the dashboard will serve? − The dashboard should highlight only the data
that adds value. We should understand the data that is required. Anything outside that is
unnecessary.
 What is the source of data? − We should understand from where the data comes. It can just
be an Excel worksheet or it can be through data connections to Excel workbook from various
dynamic data sources.
 Who is the audience for the dashboard? − Is this for a manager, an executive, a stakeholder, an
external vendor or general audience? Understand their requirements and preferences such as
how much time do they have to look at the dashboard, the level of detail they expect and how
they would like to digest the information. For example, while choosing a chart type, knowing
the audience helps we to decide on whether we have to show relations between values or we
have to draw a specific comparison.
 Does the dashboard need to be static or dynamic? − Can the dashboard be updated periodically,
say, weekly or monthly, or does it require to get updated to continuously streamline the data
changes that happen at the backend? This choice will change the way we build the dashboard.
 Does the dashboard need to be just a display or is it to be interactive? − Can the dashboard
have read-only access or do we have to provide interactive controls / features that enable
certain people to explore the data as required? This choice also will change the way we build
the dashboard.
Once we have answers to these questions, decide on what Excel features we need and we don’t need.
This is because our goal and expertise is to produce an effective dashboard that suits the purpose.
Next, identify the components of the dashboard. These can be text, tables, charts, interactive controls,
etc. Decide on the dashboard layout with these components.
Mockup Excel dashboard on a PowerPoint slide. Draw boxes for each component to get a sense of
the layout and add quick sketches of the components that we want to include. We can also do this
on a piece of paper. Get approval for this mockup from the management and/or the key audience
before starting work on the actual dashboard. This will save time on rework. However, it is quite
possible that we might have to tweak in some changes to the dashboard as the dashboard gets into
usage and we receive feedback. But, the approved dashboard mockup is a really good starting for
our work.

9.8 PREPARE THE DATA FOR THE EXCEL DASHBOARD

Based on the choices we have, i.e. the answers we have for the questions in the Initial Preparation
step, we need to prepare the data for the Excel dashboard.
The data can be any of the following –
 Results from data analysis
 Results from data exploration
 Data resulting from computations on the input data
 Data summarization from PivotTables or PowerPivot Tables

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9.9 SELECT THE DASHBOARD COMPONENTS
In the above paras, we have learnt about various Excel features that we can use in a dashboard. Based
on our requirements for the dashboard at hand, we can select any of the following Excel features
for the dashboard components:
 Tables
 Sparklines
 Conditional Formatting.
 Charts
 Slicers
 Interactive Controls
 PivotTables
 PivotCharts
We need to identify the static and dynamic components and also the components that are to be
grouped for Slicers, if any. These components will help to align the required dashboard layout.

9.10 BUILD THE DASHBOARD

This is the crucial and final step in creating a dashboard. This step involves assembling various
dashboard components that we can efficiently and effectively use for dashboard preparation. Once
the dashboard components are assembled, give it a final touch -
 Give a title to the dashboard.
 Incorporate a timestamp.
 Include the copyright information, if required.
There is no universal rule or layout for a dashboard apart from some commonality. It all depends
on our requirements and our goal should be to produce an effective dashboard for end user.
Now we will learn how to use these steps for creating a dashboard based on some examples.

9.11 EXAMPLE ─ EXECUTIVE DASHBOARD

Now we will learn how to prepare a sample Executive dashboard. We need to remember that this
dashboard can vary from company to company based on the requirements and preferences.
Executive dashboards normally focus on the Business Performance, Revenue, Cost, Profits, Products,
etc. Hence, Executive dashboards essentially display the KPIs. The visual impact necessary in this
case would be to provide results at a glance, with not much detail as the executives will not normally
have much time to dwell into the specifics unless it is absolutely necessary.
An executive can be a head of the company or head of a specific department in a large company.
The head of a company can be a CEO (Chief Executive Officer) or a MD (Managing Director). The
executive would be mostly interested at a brief of the performance of the company as a whole.

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Let’s take an example of a sample Company which deals in trading of FMCG products. There are
various salespersons who deal in various household items. For each product, we have Sales, Price
as well as Cost. Say our dummy data is like this.

Fig 9.11.1 Example of Data

In our dashboard, we want to show following 4 reports -
 Revenue by Product
 Revenue by Sales Person
 Revenue price Ageing with count of transactions
 Revenue V/s Cost – Month wise
So we will create 4 Pivot tables for this in separate sheets or in a single sheet. The sample Pivots will
be like this.

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The 1st Chart is Product wise sale. The 2nd one is Salesperson wise sale as shown in Fig 9.11.2.

Fig 9.11.2 1st Chart is Product wise Sale & 2nd Chart Salesperson wise Sale
In 3rd Chart, we are taking ageing of Revenue with a grouping of 30 to know in each pricing band
how many items were sold. For this once we bring Revenue filed in Row Area, Right click any cell
and Select Group and in Group by give 30 as shown in Fig 9.11.3

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Fig 9.11.3 3rd Chart is Revenue with a grouping of 30

Like 3rd PivotTable, in 4th one we have grouped dates as Year and Month. Then in column area, we
have taken revenue and cost both for a monthly comparison.

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Fig 9.11.4 4th Chart is grouped of dates as Year and Month

Now we have created a Chart for each pivot table. We have made 2 Bar charts and 2 column Chart
for each pivot table like this.

Fig 9.11.5 Bar Charts

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Fig 9.11.6 Column Charts

Now Cut all these charts and take to a new single sheet in such a way that all fits in single window.
Also click any of the Pivot and insert slicer of Product and Salesperson as discussed earlier. Take
slicer also to your dashboard sheet where all charts we have taken. Now right click each slicer and
link with all the PivotTables as shown in Fig 9.11.7.

Fig 9.11.7 Linking of Slicer with PivotTable

And now our beautiful single page interactive dashboard is ready as shown in Fig 9.11.8.

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Fig 9.11.8 Single page interactive Dashboard

Now we can play with slicers and try to change product/Salesman. We may select single item or
multiple items while pressing ctrl key. In the Fig 9.11.9, we have selected few items from the product
and sales man slicer.

Fig 9.11.9 Dashboard

9.12 TEST, SAMPLE, AND ENHANCE THE DASHBOARD

We need to test our dashboard to ensure that it displays the data accurately.
 Test it in various possible scenarios.
 Test for the precise updates (static or dynamic as is the case).

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 Test the interactive controls, if any.
 Test the look and feel.
We might have to do some trial runs to ensure that our dashboard is as required.
The next step is to get the dashboard evaluated by sample audience, especially those who approved
our mockup dashboard. As audience/users will be using the dashboard, they will undoubtedly
have input as to its use and effectiveness. Their feedback will help us to improve the effectiveness
of dashboard.
Once we get the feedback, enhance it with required changes, if any. Our Excel dashboard is ready
to use.

9.13 SHARE THE DASHBOARD

Often time we need to share the dashboard reports with others including inside as well as outside
of the organization. To achieve the task, we need to prepare the excel file containing the dashboard
report in such a way that it should not reveal the large database beneath the dashboard by hiding and
protecting all the worksheets containing database tables and only allowing access to the workbook
hosting the dashboard meant for the intended users to benefit by it.
Now as our dashboard is ready to share, we can -
 E-mail the Excel dashboard workbook.
 Save the Excel dashboard workbook on a shared network drive.
 Share the dashboard online.
If the Excel dashboard is static, we can E-mail it but if it is dynamic or has interactive controls, then
it should have a connection to the backend data and hence, requires sharing online.
We can share an Excel dashboard online with any of the following options –
 Microsoft OneDrive.
 New Microsoft Office Online.
 Microsoft SharePoint.
We can also save the Excel dashboard file as an Acrobat Reader file (.pdf) and E-mail it or post it to
web. But, once again this option is only for the static dashboards.

9.14 TIPS FOR EFFECTIVE EXCEL DASHBOARDS

To design an Excel dashboard effectively, we need prior planning to avoid its ineffectiveness. We
need to do certain things and avoid some to keep our dashboard simple and yet expressive. Some
tips for effective Excel dashboards are as follows –
 Keep it simple.
 Use Excel Conditional Formatting.
 Select appropriate chart types (PivotCharts preferred).

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 Use interactive controls.
 Use Excel Data Model for Big Data.
 Choose appropriate colors.
 Use Slicers.
 Group the Excel dashboard components together.
 Avoid crowded dashboard layout.
There are several possible types of dashboards. There are no set of standards for dashboards, except
for some do’s and don’ts. We can understand the purpose and use your imagination to select the
components and layout for our dashboard. However, we need to be on the same page with the
viewers of the dashboard and hence their preferences are to be taken care to make it effective. A
dashboard can get modified as the time proceeds based on the context and changing needs.

9.15 SUMMARY
As we have learnt in this chapter, the purpose of a dashboard is to effectively display the necessary
and sufficient data with added visual impact as required by the potential audience. The layout of
the dashboard and its components vary across the different viewers based on their preferences.
Excel 2010 is a great tool for creating interactive and dynamic dashboard and then analyzing multi-
dimensional data in different ways with click of button. In this chapter, we learned some great
features like type of dashboards, benefits, getting your data ready, different features of excel which
help to make our dashboard work like grouping, table, Charts, Slicers, etc. Converting data in to
Table made our Pivot table dynamically linked to source data while appending. Slicers and timelines
(Excel 2013 feature) are great features to make our dashboard dynamic.

9.16 REFERENCES
www.support.office.com
www.tutorialspoint.com
www.chandoo.org

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MS-POWERPOINT 2010
 1
C
H MS-POWERPOINT
Office automation-MS-PowerPoint 2010
A
P
T
2010
E
R

LEARNING OBJECTIVES
 Starting out with PowerPoint 2010.
 Editing and Formatting Video.
 Designer Quality SmartArt Graphics.
 Professionally designed templates and Themes.
 Managing and showing presentation.
 Style galleries that help us create great looking presentations.
 Linking a File or Slide to same or different presentation.
 Working with animation effects to single or multiple objects.
 Sharing and editing the presentation by multiple authors.
 Broadcasting the slide show using web.
 Delivering and distribution of slide show.
1.1 INTRODUCTION TO MS-POWERPOINT
MSPowerPoint 2010 can be used to prepare professional-looking presentations made up of a series
of slides that can contain charts, diagrams, pictures, SmartArt diagrams, bulleted lists, eye-catching
text, multimedia, video, and sound clips, and more. PowerPoint 2010 gives the ability to add and edit
video in presentation, edit pictures on slides, enhance animations, choose from among improved
transitions, add great narration, compare and merge presentations, and much more. The collaborative
features in PowerPoint 2010 enable us to easily work on presentations with a team, communicate
in real time with co-workers, and access files anywhere—using browser window or smartphone.
The PowerPoint 2010 window gives us a simple, intuitive interface that provides all the tools need
for building effective, professional presentations. The PowerPoint Ribbon offers tabs that include
tools specific to each of nine different tasks: File, Home, Insert, Design,Transitions, Animations,
Slide Show, Review, and View. The PowerPoint work window displays slide view by default, which
shows current slide in the largest area of the window, along with a segment for notes and a panel
that will show all the slides we create in the presentation.
PowerPoint 2010 presentations have the special extension .pptx added to the end of their filenames.
For example, ITTraining.pptx is valid PowerPoint filename. Versions of PowerPoint 2010 prior to
2007 saved presentations with the extension.ppt instead of .pptx. The x at the end of the new file
extension denotes that the new file format is based on an open XML standard data format that makes
it easier to exchange files among different programs.
There are significant new features in MS PowerPoint 2010 that help a user to make his presentation
more effective.One of the important features of MS PowerPoint 2010 is to broadcast the slide show

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over Internet using Web browser. Another feature covers the video editing and conversion features
that gives professional style to a video in the presentation and convert them into video file that
can be uploaded on the Web. Besides these important features, MS PowerPoint 2010 includes the
following features to slide presentation.
Slide layouts: How the information is arranged on the slide is controlled by Slide layouts. A slide
layout is simply a collection of one or more placeholders, which set aside an area of the slide to hold
information. Depending on the layout that we choose for a slide, the placeholders can hold text,
graphics, clip art, sound or video files, tables, charts, graphs, diagrams, or other types of content.
Background: The background feature of PowerPoint 2010 describes the backdrop for the slide’s
content. The background can be a solid color; a blend of two colors; a subtle texture, such as marble
or parchment; a pattern, such as diagonal lines, bricks, or tiles; or an image file.
Themes: Themes are combinations of design elements such as color schemes and fonts that make
it easy to create attractive slides.
Slide Masters: Slide Masters are special slides that control the basic design and formatting options
for slides in the presentation. Slide Masters are closely related to layouts — in fact, each layout has
its own Slide Master that determines the position and size of basic title and text placeholders; the
background and color scheme used for the presentation; and font settings, such as type faces, colors,
and sizes. In addition, Slide Masters can contain graphic and text objects that appear on every slide.
We can edit the Slide Masters to change the appearance of all the slides in our presentation at once.
This helps to ensure that the slides have a consistent appearance.
Title and body text: Most slide layouts include placeholders for title and body text. We can type
any text that we want into these placeholders.By default, PowerPoint formats the text according to
the Slide Master, but we can easily override this formatting to use any font, size, styles like bold or
italic, or text color that we want.
Text boxes: We can add text anywhere on a slide by drawing a text box and then typing text. Text
boxes allow us to add text that doesn’t fit conveniently in the title or body text placeholders.
Shapes: We can use PowerPoint’s drawing tools to add a variety of shapes to our slides. We can
use predefined Auto Shapes, such as rectangles, circles, stars, arrows, and flowchart symbols.
Alternatively, we can create our own shapes by using basic line, polygon, and free hand drawing
tools.
Illustrations: We can illustrate our slides by inserting clip art, photographs, and other graphic
elements. PowerPoint comes with a large collection of clip art pictures that we can use.
Charts and diagrams: PowerPoint includes a slick diagramming feature called SmartArt that enables
us to create several common types of diagrams, including organization charts, cycle diagrams, and
others. In addition, we can insert pie charts, line or bar charts, and many other chart types.
Media clips: We can add sound clips or video files to our slides.

1.2 PARTS OF POWERPOINT 2010 WINDOW

Fig. 1.2.1 shows various parts of PowerPoint screen below.

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Quick Access
File Tab Slide and
Toolbar Ribbon Ribbon
Outline tabs

Current Slide Notes Pane ZoomControl

Status Bar

Fig. 1.2.1: PowerPoint Window

1.2.1 The Ribbon
The Ribbon is located near the top of the PowerPoint window, just below the Quick Access toolbar.
The ribbon combines the features of menus and toolbars. It has ten tabs namely Home, Insert, Design,
Transitions, Animations, Slide Show, Review, View, Add-Ins and PDF as shown in Fig. 1.2.2. Each
tab contains several related command groups.The groups are logical collections of features designed
to performed functions to develop or edit the PowerPoint slides. The command buttons are used to
issue commands or to access menus and dialog boxes.The dialog box launcher is in the bottom-right
corner of a group. On click the dialog box launcher displays a dialog box with additional commands
available.

Fig. 1.2.2: The Ribbon

1.2.2 The Quick Access Toolbar
This is a customize toolbar that contains commands frequently in use. It can be displayed above and
below the ribbon. By default , Save, Undo and Redo appear on the Quick Access Toolbar as shown
in Fig. 1.2.3. To add items to the Quick Access toolbar, right click on any item in the Office button

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or the ribbon and click Add to Quick Access Toolbar. A shortcut icon will be added to Quick Access
toolbar as shown in the Fig. 1.2.4.

Fig. 1.2.3: Quick Access toolbar

Fig. 1.2.4: Add to Quick Access toolbar

1.2.3 The File tab
The first tab on the Ribbon is called the File tab. By clicking it, PowerPoint switches the program into
special mode called Backstage View,which provides access to various functions such as opening and
saving files, creating new presentations, printing, and other similar chores.
1.2.4 Slides tab and Outline tab
To the left of the slide is an area that has two tabs, labelled Outline and Slides. The Slides tab shows
thumbnail icons of slides, and the Outline tab shows presentation arranged as an outline. We can
switch between the two tabs by clicking the tab that we want to view.
1.2.5 Notes pane
Beneath the slide is a small area called the Notes pane, which we can use to add notes to our slides.

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1.2.6 Task pane
To the right of the slide is an area called the Task pane. The task pane is designed to help the user
to complete common tasks quickly. When user first starts PowerPoint, the task pane is n’t visible.
However, it appears whenever it’s needed.
1.2.7 Status bar
At the very bottom of the screen is the status bar, which tells about the slide that is currently displayed.
1.2.8 Zoom control
PowerPoint automatically adjusts its zoom factor so that Slide View displays each slide in its entirety.
User can change the size of the slide by using the zoom control slider that appears at the bottom
right of the window.

1.3 STARTING A NEW PRESENTATION

The simplest way to create a new presentation is to start PowerPoint and then edit the blank
presentation according to the liking of the user. An alternative is to click the File tab to switch to
Backstage View and then click the New command. This action brings up the screen shown in Fig.
1.3.1, which offers several ways to create a new presentation.

Fig. 1.3.1: Creating a new presentation

1. Blank Presentation: Double click on Blank presentation to start a new presentation from scratch.
2. Recent Templates: This section of the New screen lists templates recently used to create
presentations. User can double-click any of these templates to create another presentation based
on the template.
3. Sample Templates: Click sample templates to create a presentation. The presentation inherits
various design elements (collectively called the theme) as well as prewritten content that’s stored
in the template.

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4. Sample Themes: Click this item to display a list of sample themes installed on computer. Creating
a presentation from a theme is similar to creating a presentation from a template, except that
the new presentation doesn’t contain any prewritten content.
5. My Templates: Click My Templates to bring up a separate dialog box that lets user locate
templates to create his presentation from.
6. New from Existing: Double-click New from Existing to create a new presentation based on an
existing one. Use this option if user wants to create a presentation that is similar to one that was
created previously.
1.3.1 Save a Presentation
There are four ways to save the document in PowerPoint.
1. Click the Save button on the Quick Access toolbar.
2. Click the File tab to switch to Backstage View and then choose Save.
3. Press Ctrl+S.
4. Press Shift+F12.
The Save As dialog box in Fig. 1.3.2 & 1.3.3 shows that the presentation can be saved under a different
name that the user chooses.

Fig. 1.3.2: Backstage View Fig. 1.3.3: Save the presentation

The presentation can be saved in earlier versions of PowerPoint as well in different types which is
defined Save as type in the Save As dialog box shown in Fig. 1.3.3.The most important use of this
option is to save the file as a PDF or XPS file. A PDF file is a widely used file format that lets any user
display the contents of the file whether or not he or she owns a copy of the software used to create
the file. After choosing the format given in Save as type, select the folder/disk drive to save the
file with File name in text box. The Option button in Save as dialog box provides various security
features that user can add to the document.
1.3.2 Open a Presentation
To open an existing presentation:
1. Click the File tab, and then click Open.
2. Select the file that user wants, and then click Open.

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By default, PowerPoint 2010 shows only PowerPoint presentations in the Open dialog box. To view
other kinds of files, click All PowerPoint Presentations, and select the type of file that user want to
view as shown in the Fig. 1.3.4.

Fig. 1.3.4: Open a presentation

1.3.3 Adding Slides to a presentation
There are several choices to add a new slide to the presentation: Office Themes, Duplicate Selected
Slide, or Reuse Slides.
1.3.3.1 To create a new slide from office themes
Click the Home tab, in a Slide Group, the New Slide button will display several layouts to choose
from, as shown in Fig. 1.3.5.

Fig. 1.3.5: Creating a new slide

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Besides these layouts, the other ways to create a new slide as marked in Fig. 1.3.5 respectively are:
1. As a duplicate of a slide in the presentation.
2. To reuse a slide from another presentation.
3. To insert a new slide using the Quick menu option.
The single slide that appears automatically when user open PowerPoint has two placeholders, one
formatted for a title and the other formatted for a subtitle. The arrangement of placeholders on a
slide is called a layout. Microsoft PowerPoint 2010 also provides other kinds of placeholders, such
as those for pictures and SmartArt graphics.
1.3.3.2 To switch a slide to a different layout
1. Select the slide(s) to affect.
2. On the Home tab, in the Slide group, click Layout icon as shown in Fig. 1.3.6.
3. Click the desired layout to change the existing layout.

Fig. 1.3.6: Change Slide Layout

1.3.4 Add Shapes to a Slide
To insert a shape onto our slide, the following operations can be performed by the user.
1. On the Home tab, in the Drawing group, click Shapesas shown in Fig. 1.3.7.

Fig. 1.3.7: Inserting shapes

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2. Click the shape that user want to insert, click anywhere on the slide, and then drag to place the
shape. To create a perfect square or circle (or constrain the dimensions of other shapes), press
and hold SHIFT while user drag it.
1.3.5 View a Slide Show
To view presentation in Slide Show view from the first slide, do the following:
On the Slide Show tab, in the Start Slide Show group, click From Beginning as shown in
Fig. 1.3.8.

Fig. 1.3.8: View Slide Show

To view presentation in Slide Show view from the current slide, do the following:
On the Slide Show tab, in the Start Slide Show group, click From Current Slide.

Fig. 1.3.9: Current Slide Show view

1.3.6 Print a Presentation
To print the slides in presentation, Click the File tab, and then click Print as shown in Fig. 1.3.10.
under Print, do one of the following:
1. To print all slides, click All.
2. To print only the slide that is currently displayed, click Current Slide.
3. To print specific slides by number, click Custom Range of Slides, and then enter a list of
individual slides, a range, or both. For example: 1, 3, 5-12.
Under Other Settings, click the Color list, and select the Print button for printing.

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Fig. 1.3.10 : Print a Presentation

1.4 CUSTOMIZATION OF POWERPOINT

In PowerPoint 2010 using changing Colors, Background, Master Pages and Templates to make
PowerPoint slides more attractive.
1.4.1 Changing colors
PowerPoint 2010 provides users with a versatile platform for creating visually pleasing presentations.
The steps to change colors are shown in Fig 1.4.1
1. Under the Design tab, click on the Colors menu.
2. In the drop-down menu that appears, select a color scheme you would like to use. Once again,
you can preview the new colors by hovering your mouse over each for one to two seconds.
3. If you would like to use custom fonts, click on Create New Theme Colors at the bottom of the
menu.

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Fig. 1.4.1: Theme Colors View

4. In the dialog box that appears, click on each color box to modify the colors accordingly, then
enter a name for the scheme in the provided text box and click on Save as shown in Fig 1.4.2.

Fig. 1.4.2: Create New Theme Colors

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Note: If you need to make changes to a custom theme, click on the Colors menu, right-click on the
custom color theme, and select Edit from the menu that appears.
1.4.2 Background
You can modify the background of a PowerPoint presentation by completing these steps as shown
in Fig. 1.4.3
1. Under the Design tab, click on the Background Styles menu.
2. In the drop-down menu that appears, select a background you would like to use. Once again,
you can preview the background by hovering your mouse over each for one to two seconds.
3. If you would like to use custom fonts, click on Format Background at the bottom of the menu.

Fig. 1.4.3: Modify Background Styles

4. In the dialog box that appears, you have several options available for changing the background;
such as changing the color, applying a pattern, or adding a picture as shown in Fig 1.4.4

Fig. 1.4.4: Modify Background color

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1.4.3 Master Pages/Master slides
Slide master is simple way of applying changes to the entire slide like:-
• Change font colors and styles for every slide
• Add a clipart or picture to every slide
• Add a footer or date to every slide
The steps to customize your slide master as shown in Fig 1.4.5
1. Go to the Master Views group under the View tab and click on Slide Master command on Master
Views group.
2. The presentation will switch to Slide Master view, and the Slide Master tab will be selected on
the Ribbon.
3. In the left navigation pane, scroll up and select the first slide. This is the slide master.

Fig. 1.4.5: Customize Master Slide

4. Use the desired tabs on the Ribbon to make changes to the slide master. In our example, we'll
insert a picture in the upper-left corner of the slide as given below in Fig 1.4.6

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Fig. 1.4.6: Insert a picture

5. Move, resize, or delete other slide objects as needed. In our example, we'll resize the title
placeholder to fit below our newly inserted logo.

Fig. 1.4.7: Move or Resize Image

6. Now click on Close Master View command on the Slide Master tab.

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Fig. 1.4.8: Close Master View

1.4.4 Templates
PowerPoint template is a pattern or blueprint of a slide or group of slides that you save as a .potx
file. Templates can contain layouts, theme colors, theme fonts, theme effects, background styles,
and even content.
The steps to use templates as shown in Fig 1.4.9
1. On the File tab, click New.
2. To use one of the built-in templates installed with PowerPoint, click Sample Templates, click
the template that you want, and then click Create.

Fig. 1.4.9: To use Sample Templates

1.5 ENHANCING TEXT AND OBJECTS

Enhancing text and object is a special formatting such as changes in font size, font color, bold, italic,
etc. When copying text, formatted text is any text that keeps its settings from where it is copied.
1.5.1 Format Painter
Format Painter is use to apply formatting from text, shapes, and pictures to another text selection,

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shape, or picture. For example, you can quickly copy a picture border from one picture to another,
or copy shape formatting from one shape to multiple shapes.
The steps to use format painter are shown in Fig 1.5.1
1. Select the text, shape, or picture with the formatting that you want to copy.
2. On the Home tab, in the Clipboard group, click Format Painter.

Fig. 1.5.1: Format Painter

3. The pointer changes to a paintbrush icon.
4. Select the text, shape, or picture that you want to format

1.5.2 Borders
We can add a simple border by drawing a rectangular and make a few settings such as reset the line
style, thickness and color of the line.
The steps to use borders are shown in Fig 1.5.2
1. On the Insert tab, in the Illustrations group, click the arrow under Shapes.
2. Under Recently Used Shapes, click a rectangle shape.

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Fig. 1.5.2: Draw a Shape

3. On your slide, drag to a draw a rectangle that is almost as large as the slide.
4. Right-click the rectangle, click Format Shape, and then do the following:
a. To remove the background color of the rectangle, in the Format Shape box, click Fill in the
left pane. and then click No fill.
b. To change the border line color of the rectangle, in the “Format Shape” dialog box, click
the “Line Color” tab, choose a color you want from the drop-down list of “Color” button
as given in Fig 1.5.3

Fig. 1.5.3: Change Line color option

c. To change the border line style, wider or narrower or dashed, in the Format Shape dialog

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box, click the Line Style tab, and you can set the Width, Compound Type, Dash Type, etc.
as given in Fig 1.5.41.5.3

Fig. 1.5.4: Change Line Style

1.5.3 Fills and Shadows
You can change the look of a shape or text box by changing its fill or by adding effects to it, such as
shadows, glows, reflections, soft edges, bevels, and three-dimensional (3-D) rotations. Changing
the fill color of a shape affects only the inside or front of the shape. If you add an effect to a shape,
such as a shadow, and want a different color for that effect, you must change the color of the shadow
separately from the fill color.
The steps to use Fill and Shadow option as given below…
1. Select the shape you want to apply the shadow effect to and double click it to activate the Drawing
Tools Format tab. Within this tab locate the Shape Styles group and click the Shape Fill as given
in Fig 1.5.5

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Fig. 1.5.5: Change Shape Color

2. Click the Shape Effects button in Shape Styles group under Drawing Tools Format tab as given
in Fig1.5.6

Fig. 1.5.6: Shape Effects

1.5.4 Text Anchoring and Scaling
A text/object anchor is an indicator that shows the slide which contain different objects. You can
specify the position and size of a text box and images relative to the slide.
The steps to anchor and scaling objects are as given below…
1. Open your PowerPoint presentation.
2. Select the picture, shapeor any object that you want to associate with text box.
3. Goto View tab, Show group and click on Gridlines option as given in Fig 1.5.7

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Fig. 1.5.7: Gridlines

4. Now adjust your all the objects according to you.
5. To change size and position of image, first select image on slide and goto Picture Tools Format
Tab and choose Height or Width option in Size Group as given in Fig 1.5.8

Fig. 1.5.8: Resize Image

1.6 WORKING WITH OTHER APPLICATIONS

1.6.1 Word Outlines
Word 2010’s outline feature allows you to group ideas or plot elements in a hierarchical fashion.
You can then shuffle the topics around, make subtopics, and just toss around notions and concepts
to help get your thoughts organized. Word outlines are also called multilevel lists.

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You can use an existing Microsoft Word document to create a Microsoft PowerPoint presentation.
To set up the slides in a presentation, PowerPoint uses the heading styles in your Word document.
For example, each paragraph formatted with the Heading 1 style becomes the title of a new slide,
each Heading 2 becomes the first level of text, and so on.
The steps to use Word Outlines in PowerPoint are given below:
1. Create and save the Word document you want to use to in PowerPoint presentation.
2. There are two ways of adding Word Outline in PowerPoint as given below:-
a. If you're already working in PowerPoint, you can import a Word document into a
presentation. In PowerPoint, click Open on the File menu. In the Files of type box, click
All Files. In the File name box, enter the file name and location of the Word document. Fig
1.6.1

Fig. 1.6.1 Open Dialog Box

b. You can also insert slides from a Word outline into an existing presentation. In PowerPoint,
display the slide after which you want to insert the new slides. On the Home Tab click
Slides from Outline under New Slide command in Slides Group, and then select the Word
document you want to use. Fig 1.6.2

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Fig. 1.6.2 Slides from Outline

1.6.2 Excel Charts

A chart is a powerful tool that allows you to visually display data in a variety of different chart
formats such as Bar, Column, Pie, Line, Area, Doughnut, Scatter, Surface, or Radar charts in Excel.
Since presentations are the best way to summarize huge content, creating charts of database would
do it in much efficient and effective way. Rather than showing complete data, you can make a chart
out of it and use in presentation directly. With PowerPoint 2010, you can create charts in presentation
and sync them with an Excel spreadsheet to modify, add and formulate database.
To create a Excel Chart in PowerPoint follow the following steps:-
1. Go to the Insert Tab and click the Chart button from Illustration Group.
2. The insert chart dialog will appear to enable you to insert a chart type of your choice.
3. Select the chart type you wish and click on OK as given in Fig 1.6.3

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Fig. 1.6.3 Select Chart

4. It will show a sample Chart in presentation slide and open up Excel spreadsheet filled with
sample data as shown in Fig 1.6.4

Fig. 1.6.4 Sample Chart in Presentation

5. Enter your data into the Excel spreadsheet.

6. 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. As given in Fig 1.6.5

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Fig. 1.6.5 Data enclosed by Blue lines in Excel

1.6.7 Embedded Object Editing
An embedded object is a separate file not created in the program that is placed into the program.
For example, when using a Word program, you paste a movie clip into the Word document; this
would be considered an embedded object.
To edit an embedded object just double click on object and make necessary changes. As shown in
Fig 1.6.6

Fig. 1.6.6 Embedded object

1.6.8 Linking Objects
Object Linking is a technology that allows linking to documents and other objects. You can link
content from other programs into your presentation. A linked object is updated if its source file is

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changed.
The steps to link any object in presentation as shown in Fig…..:
1. Select and copy the information from Word file that you want to insert as an object in PowerPoint.
2. In PowerPoint, click where you want the object to appear.
3. On the Home tab, in the Clipboard group, click the arrow below Paste, and then click Paste
Special.
4. In the Paste Special dialog box, do one of the following:
a. To paste the information as a linked object, click Paste link.
b. To paste the information as an embedded object, click Paste. In the As box, click the entry
with the word "object" in its name. For example, if you copied the information from a Word
document, click Microsoft Word Document Object.
1.6.7 Launching Other Slideshows, Applications and Websites
In PowerPoint, you can use Action button to launch any other Presentation, Application or Website
from your presentation.
The steps to use Action button to launch other Slideshow or Website are shown in Fig 1.6.7
1. Select the text, shape, or picture that you want to use as a Action button.
2. On the Insert tab, in the Links group, click Action and choose the Other PowerPoint Presentation
or URL… option under Hyperlink to drop down menu for hyperlinking other presentation or
to launch any Website.

Fig 1.6.7 Action Settings Dialog Box

The steps to use Action button to launch other Application are shown in Fig 1.6.8
1. Select the text, shape, or picture that you want to use as a Action button.
2. On the Insert tab, in the Links group, click Action. Select Run Program option and Browse the
application.

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Fig 1.6.8 Select Run Program

1.7 POWERPOINT VIEWS

1.7.1 The Slide Master
Slide Master is a template used to create consistent layouts throughout the PowerPoint
presentation by customizing slide layouts, themes, effects, animation, backgrounds, text font
style and colour, date and time, and graphic placement while creating a new presentation.A slide
master is the top slide in a hierarchy of slides. The properties of the slide when modified or edited
is automatically updated to the existing slides and applies the changes to a new slide added to the
presentation.The PowerPoint presentation contains three masters: slide, notes, and handout.The
slide master controls all the presentation slides, while the notes master and handout master controls
the appearance of all speaker notes pages, and handout pages respectively.
Changing to the Slide Master View
To edit the Slide Masters, click on the View tab and click the Slide Master button under the Master
Views group as shown in Fig. 1.7.1.

Fig. 1.7.1: Slide Master View

1.7.1.1 Slide Master
This tab displays commands to modify the master slides.The size and placement of place holders,

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change in font, background, colors, theme settings are options which help in customizing the
presentation as shown in F i g . 1.7.2.
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).

Page
Handout

Fig. 1.7.2: Slide Master

To return to the normal view click on Close Master View.
Adding and Deleting Layout Slides
To add a new layout slide to an existing Master, e i t h e r t h e c l i c k Insert Layout button in the Edit
Master group or right-click in the slide side bar and choose Insert Layout.A new slide will appear
in the side bar as shown Fig. 1.7.3.

Fig. 1.7.3: Adding and Deleting Layout

To delete a layout, select the layout slide and either use the Delete button in the Edit Master group,
or right- click the slide in the side bar and select Delete Layout.

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Fig. 1.7.5 : Notes Master

1.8 ADDING AND EDITING CONTENTS

Power Point 2010 provides more powerful functions for adding more features in the presentation like
changing the color of text, adding text to the shapes, pictures, tables, SmartArt graphic or other object
etc., adding bullets or numbers to the text and indenting the bulleted or numbered list on the ruler.
1.8.1 Adding Text to presentation
To add text to the text placeholder on the slide,

Fig. 1.8.1: Adding Text

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1. Click inside the placeholder, and then type or paste text as shown in Fig. 1.8.1.
2. To change the line spacing, do the following:
 Drag to select one or more lines of text for which user want to change the spacing.
 On the Home tab, in the Paragraph group, click the Dialog Box Launcher as shown in
Fig. 1.8.2.

Fig. 1.8.2: Formatting Text

 In the, Paragraph dialog box, on the Indents and Spacing tab, make any changes that user
want, i.e. alignment, indentation, or spacing, and then click OK.
The other way where text can be added to the text placeholder is to use text boxes to put text anywhere
on a slide, such as outside a text placeholder shown in Fig. 1.8.3. For example, to add a caption to a
picture, add a text box and position it near the picture. To add a text box, and the add text to it, do
the following:
1. On the Insert tab, in the Text group, click Text Box.
2. Click the slide, and then drag the pointer to draw the text box.
3. Do one of the following:
 To add text to a text box that anyone can edit, in Normal view, click inside the text box,
and then type or paste text.
 To add text to a text box that contain permanent and uneditable text, in Slide Master view,
click inside the text box, and then type or paste text.

Fig. 1.8.3: Adding text using Text Box

1.8.2 Formatting Text using Font Group
We can control the most commonly used font settings by using the Font group in the Home tab on
the Ribbon as shown in Fig. 1.8.4.

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Dialog Box Launcher

Fig. 1.8.4: Formatting text using font setting
If the Font group in the Home tab doesn’t provide enough options for formatting text, the Font
dialog box for additional options can be used. To add more facility from this dialog box, just select
the dialog launcher for the Font Group. (The dialog launcher is the cursor at the bottom-right corner
of the group as shown in Fig. 1.8.4 and subsequently the dialog box opened on clicking the dialog
launcher in Fig. 1.8.5)

Fig. 1.8.5: Font dialog box

1.8.3 Formatting Text using Paragraph Group
The Paragraph group on the Home tab on the Ribbon, as shown in Fig. 1.8.6, has several buttons
that apply formats to entire paragraphs. The following sections describe the most common uses for
the buttons in this group.

Fig. 1.8.6: Formatting text using paragraph setting

a. To create a Bulleted List: PowerPoint lets user create fancy bullets that are based on bitmap
pictures rather than simple dots and check marks.
1. To add a bullet to just one paragraph, just place the cursor anywhere in the paragraph.
2. Click the Bullets button found in the Paragraph group of the Home tab.

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PowerPoint adds a bullet to each paragraph that we select as shown in Fig. 1.8.7.

Fig. 1.8.7: Adding bullets to text

b. To create Numbered List : The numbered list provides the numbers that can be inserted into
text box using the Numbering button, which appears next to the Bullets button on the Home
tab. When we click the Numbering button, PowerPoint adds simple numbers to the selected
paragraphs. If we want to change the numbering format, click the arrow next to the Numbering
button to display a list of number style choices. If none of the styles in the list are right, choose
Bullets and Numbering to reveal the numbering options shown on the Numbered tab of the
Bullets and Numbering dialog box in Fig. 1.8.8.

Fig. 1.8.8: Adding numbers to text

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c. To create Nested List: A nested List provides several level of indented text. To create nested
list:
1. Create a list of item as shown in the Fig. 1.8.9.
2. Click the Increase or Decrease Indent button to adjust the text in the text box.

Fig. 1.8.9: Nested List

1.8.4 Adding Clip Art, Pictures, Screen Shot and Photo album using Image Group
a) Adding Clip Art: We can insert or copy pictures and clip art into our PowerPoint presentation
from many different sources, including downloading from a clip art Web site provider, copying
from a Web page, or inserting from a folder where we save pictures. We can also use pictures
and clip art as backgrounds for our slides in PowerPoint.
1. Click the slide that we want to add the clip art to our presentation.
2. On the Insert tab, in the Images group, click Clip Art as shown in Fig. 1.8.10.

Fig. 1.8.10: Image group

3. In the Clip Art task pane, in the Search for text box, type a word or phrase that describes
the clip art that we want, or type all or some of the file name of the clip art as shown in the
Fig. 1.8.11.

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Fig. 1.8.11: Clip Art

To narrow our search, in the Results should be list, select the check boxes next to Illustrations,
Photographs, Videos, and Audio to search those media types.
4. Click Go.
5. In the list of results, click the clip art to insert it as shown in Fig. 1.8.12.

Fig. 1.8.12: Inserting Clip Art

b) Adding Pictures
1. On the Insert tab, in the Images group, click Picture button as shown in Fig. 1.8.13.

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Fig. 1.8.13: Picture

2. Browse to the picture from available files.
3. Click the name of the picture as shown in Fig. 1.8.14.

Fig. 1.8.14: Inserting Pictures

4. Click insert.
We can also copy and paste the picture from the Web page. On the Web page, right-click the picture
that we want, and then click Copy on the shortcut menu. In our presentation, right-click where we
want to insert the picture, and then click Paste. Make sure that the picture that we choose is not
hyperlinked to another Web page. If we choose a picture that is hyperlinked to another Web page,
it will be inserted in our document as a hyperlink to that Web page instead of as an image.
c) Adding Screenshots
Screenshots are useful for capturing snapshots of information that might change or expire, such
as a breaking news story or a time-sensitive list of available flights and rates on a travel Web site.
Screenshots are also helpful for copying from web pages and other sources whose formatting might
not successfully transfer into the file by any other method. Screenshots are static images.
When we click the Screenshot button, this can insert the whole program window or use the Screen
Clipping tool to select part of a window as shown in Fig. 1.8.15. Only windows that have not been
minimized to the taskbar can be captured.

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1. On the Insert tab, in the Images group, click Screenshot.

Fig. 1.8.15: Screenshot

2. Do one of the following:
 To add the whole window, click the thumbnail in the Available Windows gallery as shown in
Fig. 1.8.16.

Fig. 1.8.16: Screenshot Available Window

 To add part of the window, click Screen Clipping, and when the pointer becomes a cross, press
and hold the left mouse button to select the area of screen that we want to capture as shown in
Fig. 1.8.17.

Fig. 1.8.17: Inserting Screenshot

After we add the screenshot, we can use the tools on the Picture Tools tab to edit and enhance the
screenshot.
d) Adding Photo album
1. On the Insert tab, in the Images group, click Screenshot as shown in Fig. 1.8.18.

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Fig. 1.8.18 : Photo Album

2. Click on File/Disk button that open insert picture from dialog box as shown in Fig. 1.8.19.

Fig. 1.8.19: Inserting Pictures from photo album

3. Click any picture from insert picture from dialog box, then click insert button to insert the
picture.
4. Click to create button to insert the photo in the existing presentation.

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1.8.5 Adding Shape, SmartArt and Charts using Illustrations
a) Adding a Shape
We can add one or more shapes to our presentation or combine multiple shapes to make a drawing
or a more complex shape. Available shapes include lines, basic geometric shapes, arrows, equation
shapes, flowchart shapes, stars, banners, and callouts. After adding shapes to our presentation, we
can add text, bullets, numbering, and quick styles to them. Shapes can be added to the presentation
by using two methods as shown in Fig. 1.8.20 & 1.8.21.

Fig. 1.8.20: Adding Shapes

Fig. 1.8.21: Adding Shapes

To add shapes:
1. On theHome tab, in Drawing group, click Shapes.
Or
2. On Insert tab, in Illustrations group, click Shapes and then click the slide.
3. Drag the cursor to expand the shape as shown in Fig. 1.8.22.

Fig. 1.8.22: Various Shapes

To format the Shapes:
1. Select the shapes.

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2. Click the Format tab as shown in Fig. 1.8.23 which contains commands groups to set styles,
shadow effects, 3D effects and Arrange options.

Fig. 1.8.23: Formatting Shapes

b) Adding a SmartArt
A SmartArt graphic is a visual representation of information that can quickly and easily create,
choosing from among many different layouts, to effectively communicate messages or ideas. With
SmartArt graphics, we can create designer-quality illustrations with only a few clicks of the mouse.
When we create a SmartArt graphic, we are prompted to choose a type of SmartArt graphic, such as
List, Process, Cycle, Hierarchy, Relationship, Matrix, Pyramid, and Picture. Each type of SmartArt
graphics contains several different layouts. After we choose a layout, it is easy to switch the layout
or type of a SmartArt graphic. Most of our text and other content, colors, styles, effects, and text
formatting are automatically carried over to the new layout.We can also add and remove shapes in
our SmartArt graphic to adjust the structure of the layout.

Fig. 1.8.24: SmartArt Graphics

To add SmartArt :
1. On the Insert tab, click the SmrtArt button.
2. Click the SmartArt to choose as shown in Fig. 1.8.24.
3. Click OK.

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To Format the SmartArt:
1. Click the SmartArt graphic.
2. Click either the Design or the Format tab as shown in Fig. 1.8.25 which provide command groups
to customize and format the SmartArt.
3. Click the SmartArt to add text and pictures.

Fig. 1.8.25: SmartArt Tools

To add and delete shapes to SmartArt Graphics:
1. Click the SmartArt graphic.
2. Click the existing shape that is located closest to where we want to add the new shape.
3. Under SmartArt Tools, on the Design tab, in the Create Graphic group as shown in Fig. 1.8.26,
click the arrow under Add Shape.

Fig. 1.8.26: Adding Shapes to SmartArt Graphics

4. Do one of the following:
 To insert a shape after the selected shape, click Add Shape After.
 To insert a shape before the selected shape, click Add Shape Before.

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To add a shape from the Text pane, click an existing shape, move cursor before or after the text where
we want to add the shape, and then press ENTER as shown in Fig. 1.8.27. To delete a shape from
SmartArt graphic, click the shape to delete.

Fig. 1.8.27 : Text Pane

To change the Color of SmartArt graphics:
1. Click SmartArt graphic.
2. Under SmartArt Tools, on the Design tab, in the SmartArt Styles group, click Change Colorsas
shown in Fig. 1.8.28.

Fig. 1.8.28 : Working with colors

3. Click the color variation that we want.
To apply SmartArt style to SmartArt Graphics:
A SmartArt style is a combination of various effects, such as line style, level, or 3-D that can apply
to the shapes in SmartArt graphic to create a unique and professionally designed look.
1. Click SmartArt graphic.
2. Under SmartArt Tools, on the Design tab, in the SmartArt Styles group, click the SmartArt
Style that we want as shown in Fig. 1.8.29.

Fig. 1.8.29: SmartArt Style

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c) Adding a Chart
A chart allows us to present information contained in the worksheet in a graphic format. Microsoft
PowerPoint 2010 can insert many kinds of data charts and graphs, such as column charts, line graphs,
pie charts, bar charts, area graphs, scatter graphs, stock charts, surface charts, doughnut charts,
bubble graphs, and radar graphs.
To Create a Chart:
1. Click the Insert tab on the Ribbon.
2. Click the type of Chart that we want to create.
3. Select Chart from Insert Chart dialog box as shown in Fig. 1.8.30, then click OK.

Fig. 1.8.30: Creating Chart

To Edit and Modify Chart data and Label:
1. Select the Chart.
2. Click Edit Data on the Design tab as shown in Fig 1.8.31.
3. Edit the data in the spread sheet.
4. Click on Chart Layout group to change the label and type of chart.

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Fig. 1.8.31: Editing Chart data

To use Chart tools:
The chart tools appear on the Ribbon when we highlight or select the chart. The tools are located
on three tabs: Design, layout, and Format.Using Design tab, we can control the chart type, layout,
styles, and locations as shown in Fig. 1.8.32.

Fig. 1.8.32: Chart design tools

Using Layout tab , we can control the insertion of pictures, text boxes, shapes, labels, backgrounds,
and data analysis as shown in Fig. 1.8.33.

Fig. 1.8.33: Chart Layout tools

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Using Format tab, we can adjust the size, fill colors, apply shape styles and wordArt styles to our
chart as shown in Fig. 1.8.34.

Fig. 1.8.34: Chart Format tools

Using excel chart in presentation
We can insert and link a chart from an Excel workbook into our PowerPoint presentation. When we
edit the data in the spreadsheet, the chart on the PowerPoint slide can be easily updated.
To insert a linked Excel chart in PowerPoint 2010, do the following:
1. Open the Excel workbook that has the chart.
2. Select the chart.
3. On the Home tab, in the Clipboard group, click Copy.
4. Open the PowerPoint presentation and select the slide that we want to insert the chart into.
5. On the Home tab, in the Clipboard group, click the Paste option.
To insert a chart from excel file, do the following:
1. Click Paste on the Home tab.
2. Select Paste Special from drop down menu as shown in Fig. 1.8.35.

Fig. 1.8.35: Inserting a chart from excel workbook

3. Select excel chart to insert into the presentation and press OK button.

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1.8.6 Add a Video and Audio to the presentation
We can embed a video or link to a video from our PowerPoint presentation. We can also limit the
size of our presentation by linking to a video file on local drive or to a video file that can be uploaded
to a web site, such as YouTube as shown in Fig. 1.8.36.

Fig. 1.8.36: Audio and Video in presentation

All options to insert a video are located on the Insert tab, in the Media group.
To Embed a video from a file:
1. In Normal view, click the slide in which we want to embed a video.
2. On the Insert tab, in the Media group, click the arrow under Video, and then click Video from
file.
3. In the Insert Video dialog box, locate and click the video that we want to embed, and then click
Insert as shown in Fig. 1.8.37.

Fig. 1.8.37: Embed Video from File

To embed an animated GIF from the Clip Art library
The Fig. 1.6.38 shows animated GIF from the Clip Art library to be embedded into our presentation.
1. In Normal view, click the slide in which we want to embed an animated GIF file.
2. On the Insert tab, in the Media group, click the arrow under Video, and then click Clip Art
Video.
3. In the Clip Art task pane, in the Search for box, enter the key word that describes the selection
of animated GIFs that we want to preview.
4. In the Search in box, select the check boxes that apply to the scope of our search.

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5. In the Results should be box, ensure that only the Movies check box is selected.
6. Click Go.

Fig. 1.8.38: Animated GIF

Link to a video file from our presentation
We can link to an external video or movie file from our Microsoft PowerPoint 2010 presentation as
shown in the Fig. 1.8.39.
To add a link to a video from our PowerPoint presentation, do the following:
1. On the Slides tab in Normal view, click the slide to which we want to add a video or animated
GIF file.
2. On the Insert tab, in the Media group, click the arrow under Video.
3. Click Video from File, locate and click the file that we want to link to.
4. On the Insert button, click the down arrow, and then click Link to file.

Fig. 1.8.39: Link to a Video File

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Add an Audio to our presentation
Audio Clips can be added to our presentation by clicking audio button in media group as shown
in Fig. 1.8.40.

Fig. 1.8.40: Embed Audio

To add an audio clip, click
1. On the Insert tab, in the Media group, click Audio.
2. Do one of the following:
 Click Audio from File, locate the folder that contains the file, and then double-click the file
that we want to add.
 Click Clip Art Audio, locate the audio clip that we want in the Clip Art task pane, and then
click to add it to the slide.
3. On the slide, select the audio clip icon as shown in Fig. 1.8.41.
4. Below the icon, click Play.

Fig. 1.8.41: Audio Clip icon

Set the playback option for an audio clip
1. On the slide, select the audio clip icon.
2. Under Audio Tools, on the Playback tab, in the Audio Options group as shown in Fig. 1.6.42
and do one of the following:

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 To start the audio clip automatically, in the Start list, click Automatically.
 To manually start the audio clip, in the Start list, click On Click.
 To play an audio clip, in the Start list, click Play across slides.
 To play an audio clip continuously, select the Loop until Stopped check box.
 To hide the audio clip, under Audio Tools, on the Playback tab, in the Audio Options
group, select the Hide During Show check box.

Fig. 1.8.42: Audio clip playback option

1.8.7 Hyperlinks and Action Buttons
A PowerPoint presentation can be more than simply advancing through the slides. Using hyperlinks
and action buttons, we can link to other slides in the presentation or other presentations, link objects
created in programs other than PowerPoint so that they will update in the slide show when the
original is updated (such as Excel spreadsheet), or link to websites.
Using Copy and Paste
This works best with graphical objects such as charts and graphs. Insert the object directly onto the
slide or use an action button or link to open the object in the appropriate program when clicked.
In the Home tab under the Clipboard group click drop down menu as shown in Fig. 1.8.43. Select
Paste Special by clicking on it. It will show a dialog box with Paste and Paste Link option. By
choosing Paste link option, it enables the chart or graph to update in PowerPoint whenever it gets
change.

Fig. 1.8.43: Linking to a file using paste special

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Another option would be to check as icon box to the right and add a link to the resulting icon. The
icon on click will open the object in its original program.
Using Insert Object
By using this option, various types of objects can be inserted into our presentation as shown in the
insert object dialog box in Fig. 1.8.44. This can be possible by clicking Insert Object Dialog box
under text group of Insert tab.

Fig. 1.8.44: Insert Object

 Select Create from File. Click Browse… and find the file to be added into the presentation.
 To add the contents of the file to the presentation, click OK on the Insert Object dialog.
To add a dynamic link, check the Link box beside Browse… shown in Fig. 1.8.45.
 The checkbox Display as icon box, add an icon on the slide with a link to open the file in its
original program.
 Click OK to insert the object in our presentation.

Fig. 1.8.45: Insert Object using Link option

Linking to a File or Website
We can add a link to an object or text as shown in Fig. 1.8.46.
1. Select the text , image, or shape to which a link is to be added.

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2. In the Insert tab under the Links group click on Hyperlink. The Insert Hyperlink dialog box
appears.
3. In Text to display box either type the URL of the website to link to or the path of the file on the
computer, or use Look in to navigate to the file on the computer.
4. Then Click OK. A link will be added to the text or object.

Fig. 1.8.46: Linking to a file or website

Linking to Slides and Other Presentations
Within the same presentation:
1. In Link to under Insert Hyperlink dialog box shown in the Fig. 1.8.47, select Place in This
Document.
2. Select a slide from select a place in this document.
3. Click OK. A link will be added to the text or object.

Fig. 1.8.47 : Link to a slide in same presentation

In a different presentation:
1. In the Insert tab under the Links group click on Action. The Action Settings dialog appears.

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2. Select Hyperlink to and select Other PowerPoint Presentation from the drop down list as shown
in Fig. 1.8.48.
3. In the dialog that appears, navigate to the presentation to link to and click OK.
4. Select the desired slide from the options that appear. Click OK.

Fig. 1.8.48: Link to a slide in different presentation

1.8.8 Creating a Table
Using Insert Tab,
1. Click the Insert Tab in Tables group.
2. Click the Table button on the Tables group to insert the table in our presentation as shown in
the Fig. 1.8.49. A table can be created in one of the four ways shown in the figure below.
 Highlight the number of rows and columns.
 Click Insert Table and enter the number of rows and columns.
 Click the Draw Table to create the table by clicking and entering the rows and columns.
 Click Excel Spreadsheet and enter data.

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Fig. 1.8.49: Creating Table

Modify the Table Structure and Format a Table
To modify the structure and layout of the table, click inside the table. It shows Design and Layout
tab under Table Tools as shown in Fig. 1.8.50. On Design tab,the following options are available
to modify the structure of the table.
1. Table Style Option
2. Table Style
3. Draw Border

Fig. 1.8.50: Design Tab options

To Format the table, click the table and then click the Layout tab on the Ribbon as shown in
Fig. 1.8.51. This Layout tab allows formatting the existing table under the following options available
in various groups.
1. Table
2. Rows and Columns
3. Merge
4. Cell Size
5. Alignment
6. Table Size
7. Arrange

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Fig. 1.8.51: Layout Tab options

1.9 WORKING WITH ANIMATION

Animation is a great way to focus on important points, to control the flow of information, and to
increase viewer interest in the presentation. We can apply animation effects to text or objects on
individual slides, to text and objects on the slide master, or to placeholders on custom slide layouts.
The various animation effects are shown in Fig. 1.9.1 under Animations tab.

Fig. 1.9.1: Working with Animation

There are four different kinds of animation effects in PowerPoint 2010 as shown in the Fig. 1.9.2.
(i) Entrance effects: It determines the manner in which an object appears on a slide. For example,
we can make an object fade gradually into focus, fly onto the slide from an edge, or bounce into
view.
(ii) Exit effects: It determines the manner in which an object leaves a slide. These effects include
making an object fly off of the slide, disappear from view, or spiral off of the slide.
(iii) Emphasis effects: It draws attention towards the object . Examples of these effects include making
an object shrink or grow in size, change color, or spin on its center.
(iv) Motion Paths : It determines how an object moves around a slide.These effects include making
an object move up or down, left or right, or in a star or circular pattern (among other effects).
We can use any animation by itself or combine multiple effects together. For instance, we 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.

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Fig. 1.9.2: Animation Effects

Add an Animation to the presentation
To add an animation effect to an object, do the following:
1. Select the object that we want to animate.
2. On the Animations tab, in the Animation group, click the More button, and then select the
animation effect as shown in Fig. 1.9.3.

Fig. 1.9.3:Adding Animations

More Button
To apply multiple animation effects to a single object
To apply multiple animations onto the same object, do the following:
1. Select the text or object that we want to add multiple animations.
2. On the Animations tab, in the Advanced Animation group, click Add Animation as shown in
Fig. 1.9.4.

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Fig. 1.9.4: Advance Animation

We can view the list of all the animations on the slide in the Animation task pane. The Animation
task pane shows important information about an animation effect, such as the type of effect, the
order of multiple effects in relation to one another, the name of the object affected, and the duration
of the effect.
To open the Animation task pane, on the Animations tab, in the Advanced Animation group, click
Animation Pane as shown in Fig. 1.9.5.

Fig. 1.9.5: Animation Pane

In the Animation task pane, numbers indicate the order in which the animation effects play. Timelines
represent the duration of the effects. Icons represent the type of animation effect. Effects appear in
the Animation task pane in the order that we add them. We can also view the icons that indicate
the start timing of the animation effects in relation to the other events on the slide. To view the start
timing icons for all animations, click the menu icon next to an animation effect and select Hide
Advanced Timeline. There are several types of icons that indicate the start timing of animation
effects. Choices include the following:
 Start On Click (mouse icon, shown here): The animation begins when we click the mouse.
 Start With Previous (no icon): The animation effect starts playing at the same time as the previous
effect in the list. This setting combines multiple effects at the same time.
 Start After Previous (clock icon): The animation effect begins immediately after the previous
effect in the list finishes playing.

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Fig. 1.9.6: AnimationPane Proparties

Set the effect options, timings, or order for an animation
1. To set the effect options for an animation, on the Animations tab, in the Animation group, click
the arrow to the right of Effect Options and click the option that we want.
2. We can specify the start, duration, or delay timing for an animation on the Animations tab as
shown in Fig. 1.9.7.
 To set the start timing for an animation, in the Timing group, click the arrow to the right
of the Start menu and select the option that we want.
 To set the duration of how long the animation will run, in the Timing group, enter the
number of seconds in the Duration box.
 To set a delay before the animation begins, in the Timing group, enter the number of
seconds in the Delay box.
To reorder an animation in the list, in the Animation task pane, select the animation to reorder, and
on the Animations tab, in the Timing group, under Reorder Animation, either select Move Earlier
to make the animation occur before another animation in the list or select Move Later to make the
animation occur after another animation in the list.

Fig. 1.9.7: Set animation timings and order

Test of an animation effect
To test the animation effect in our presentation, click onAnimations tab, in the Preview group, click
Preview as shown in Fig. 1.9.8.

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Fig. 1.9.8: Testing animation

1.10 WORKING WITH TRANSITION

Slide transitions are motion effects that occur in Slide Show view when we move from one slide
to the next during a presentation. We can control the speed, add sound, and even customize the
properties of transition effects. We can also apply a transition to selected slides or to all the slides
in the presentation. A transition can occur when the presenter clicks the mouse or after the amount
of time as specified.
To add transition to a slide
1. To apply the transition in selected slides, click Slide tab or Outline tab to choose the slide for
transition effect.
2. On the Transitions tab, in the Transition To This Slide group, click the slide transition effect
that we want for that slide as shown in Fig. 1.10.1.

Fig. 1.10.1: Slide Transition

To apply the same slide transition to all the slides in our presentation, in the Timing group, click
Apply To All.
Set the timings for a transition
To set the duration of the transition between the previous slide and the current slide, do the following:
1. On the Transitions tab, in the Timing group, in the Duration box, type or select the speed that
we want as shown in Fig. 1.10.2.

Fig. 1.10.2: Set the timings

2. To specify how long before the current slide advances to the next, use one of the following
procedures:
 To advance the slide when we click the mouse, on the Transitions tab, in the Timing group,
select the On Mouse Click check box.
 To advance the slide after a specified time, on the Transitions tab, in the Timing group, in
the After box, enter the number of seconds that we want.

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To add sound to slide transition
On the Transitions tab, in the Timing group, click the arrow next to Sound as shown in Fig. 1.10.3,
and then do one of the following:
 To add a sound from the list, select the sound that we want.
 To add a sound not found on the list, select Other Sound, locate the sound file that we want to
add, and then click OK.

Fig. 1.10.3: Set the timings

1.11 SHARING AND EDITING THE PRESENTATION (POWERPOINT

COLLABORATION TOOL)
In Microsoft PowerPoint 2010, multiple authors can simultaneously change the same presentation
stored on a server. It also prevents anyone from being “locked out” of a file that is being used by or
that is checked out to someone else. We can use SharePoint Foundation 2010, Microsoft SharePoint
Server 2010, or Microsoft Office Live Workspace to host and store our presentation. The server keeps
a central copy of the presentation and records edits from multiple authors. Users (authors) can see
who is editing the presentation and where in the document they are working, and their changes get
merged into the presentation.
1. In PowerPoint 2010, open the presentation that is stored on the server.
When one or more other authors do the same, a notification appears in the status bar at the bottom
of PowerPoint, together with the total number of co-authors currently working on the presentation
as shown in Fig. 1.11.1.

Fig. 1.11.1: Sharing the presentation

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2. On the View tab, in the Presentation Views group, click Normal to view the presentation in
Normal view.
3. In the left pane that contains the Outline and Slides tabs, on the Slides tab, a small icon appears
on the lower-right corner of the slide thumbnail that indicates that a co-author is making changes
to that slide.
Another way to see the names of the co-authors of the presentation is to click the File tab, and then
click Info on the left side of the screen. The names of the co-authors appear in the middle pane as
shown in Fig. 1.11.2.

Fig. 1.11.2: Co-authoring the presentation

To send an e-mail message or instant message to co-authors, click Send a Message, and then click
Send an E-mail Message or Send an Instant Message.
When another author saves their changes, PowerPoint notifies the original author of the presentation
that changes have been made as shown in Fig. 1.11.3. On the pane that contains the Outline and
Slides tabs, on the Slides tab, an icon appears in the lower-right corner of the slide thumbnail that
was changed.

Fig. 1.11.3: Notifies the changes in presentation

Review the changes by the author
1. To see whether other authors have changed our presentation, click the File tab and then click
Info as shown in Fig. 1.11.4. Then, next to Document Updates Available, click Save, and then
click Save and Review.

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Fig. 1.11.4: Review the changes in presentation

2. Then, to see the changes that other authors made, click Review Changes as shown in
Fig. 1.11.5.

Fig. 1.11.5: Review changes before uploading

When we click Review Changes, PowerPoint opens a new tab, which is named the Merge tab on
the ribbon and a Revisions pane on the right side of the PowerPoint window. The Revisions pane
contains a Slides tab that lists the slides that other authors changed, and a Details tab that lists the
changes to the currently displayed slide as shown in Fig. 1.11.6.
On the Merge tab, we can use the buttons in the Resolutions group to show next and previous
changes made by other authors, and accept or reject those changes. To exit Merge view, click Close
Merge View.

Fig. 1.11.6 :Using Merge tab and Revisions pane

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1.12 PRINTING A PRESENTATION
PowerPoint 2010 provides many printing options. The print can be a large view of the slides or print
the slides as handouts with 1, 2, 3, 4, 6, or 9 slides per page. The Notes page and the Outline view of
the slides can also be printed. The Fig. 1.12.1 shows various options available under print sub menu.

Fig. 1.12.1: Printing a slide

Set printing option for Slide and handouts
To set printing options (including number of copies, printer, slides to print, number of slides per
page, color options, and more) as shown in the Fig. 1.12.2 and do the following :
 Click the File tab.
 Click Print, and then under Print Settings, in the Copies box, enter the number of copies that
we want to print.
 Under Printer, select the printer that we want to use.
 Under Settings, do one of the following:
 i) To print all slides, click Print All Slides.
ii) To print one or more slides, click Print Selection.
iii) To print only the slide that is currently displayed, click Current Slide.
iv) 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.
Under Other settings, do the following:
i) Click the Print One Sided list, and then choose whether print on one or both sides of the
page.
ii) Click the Collated list, and then choose slides to print collated or uncollated.
iii) Click the Full Page Slides list under Notes page settings, and then do the following:
 To click one slide on a full page, under Print Layout, click Full Page Slides.
 To click one or multiple slides per page in handout format, under Handouts, click
the number of slides per page vertically or horizontally.
 To print a thin border around slides, select Frame Slides.
 To print slides on the paper that we selected for the printer, click Scale to Fit Paper.

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 To increase resolution, blend transparent graphics, and print soft shadows in our
print job, click High quality.
iv) Click the Color list, and then click one of the following:
 Color: This option prints in color to a color printer.To prevent a background from
printing, do one of the following:
 Print slides in grayscale. Click Grayscale.
 To remove color backgrounds from our presentation, click Design tab, in the
Background group, click Background Styles, and then select Style 1.
 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
visible. (Sometimes grayscale appears the same as Pure Black and White.)
 Pure Black and White : This option prints the handout without gray fills.

Fig. 1.12.2: Printing Options

 To include or change headers and footers, click the Edit Header and Footer link, and then make
selections in the Header and Footer dialog box that appears after color list.
 Click Print.
Setting up slides to print
Before printing the slides, we are to determine the format to print the slide as shown in the Fig. 1.12.3.

Fig. 1.12.3: Setting slide for printing

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1. Select Design Tab and then click Page Setup button in Page setup group to open the page setup
dialog box.
2. In the Slides sized for list, click the size of paper as shown in Fig . 1.12.4.

Fig. 1.12.4: Slide page size

3. To set the page orientation for the slides, under Orientation, in Slides, click Landscape or
Portrait.
4. In the Number slides from box, enter the number that we want to print on the first slide or
handout, with subsequent slides numbered after it.
5. Click OK to finish the Page setting.

1.13 RUNNING A SLIDE SHOW

There are different ways to start a slide show as shown in Fig.1.13.1.

Fig. 1.13.1: View Slide Show

1. Click the Slide Show tab to view the various options that will show the slide on the screen with
standard settings.
2. Click From beginning or From Current Slide under Start Slide Show group or press F5 to
begin slide show.
3. Click Custom Slide Show, then Custom show to bring up the Custom Shows dialog box. Click
New and choose the slides to use in the show and the order shown in the Fig. 1.13.2.

Fig. 1.13.2 : Custom Show

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To Broadcast the presentation to the remote viewer on web browser, click Broadcast slide show.
Setup Slide Show
The option is used to set preferences for how the slide show will be presented. The option includes
the following features while setting up the slide show as shown in Fig. 1.13.3.
1. Show type describes the running of slide show automatically or will be presented by the
speaker.
2. Show options describes the narrated text by the speaker with animated effects. The pen color
and laser pen color are optional and are used when presenter presents the slide show.
3. Show slides describes the slide show with users choice.
4. Advance slides and multiple monitors are used when slide show is connected with multiple
screen with time setting.

Fig. 1.13.3: Setting Slide Show

Record Narration
We can either record a narration before we run a presentation or record a narration during a
presentation and include audience comments in the recording. We can also record comments only
on selected slides or turn off the narration so that it plays only when we want it to play.
When we add a narration to a slide, a sound icon appears on the slide. We can either click the icon to
play the sound or set the sound to play automatically. Voice narration takes precedence over other
sounds, and only one sound can play at a time in a presentation.
1. Click Record slide show button to start the recording either from beginning or from current
slide as shown in Fig. 1.13.4.
2. To record the slide with narrated text, click start recording button.
3. After recording, click close to stop the recording.

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Fig. 1.13.4: Recording a narration

Navigating through the Slide during a Presentation
We can use the mouse or the keyboard to navigate through the slides as shown in Fig. 1.13.5.

Fig. 1.13.5: Slide Navigation

Various options under navigating the slide during presentation are:
Advance Slides
Left-click the mouse, or use the [SPACEBAR], [ENTER], [PAGE DOWN], right arrow or down
arrow key.
Previous Slide
Right click and use either Previous or Last Viewed from the menu; Use the [BACKSPACE], [PAGE
UP], left arrow or up arrow key.
Exit the Slide Show : Right-click and use End Show or press the [ESC] key.

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Pen and Highlighter Tools
Powerpoint 2010 provides a pen and highlighter tool so that we can write on the slide while giving
a presentation.
1. Right click the slide to bring up the menu, and hold the mouse over Pointer Options to open
the sub-menu as shown in Fig. 1.13.6.
2. Choose options available under pointer options to write text or to draw any picture. Other
options like Highlighter can be chosen to draw thick lines and Ink Color to change the color of
the pen or highlighter.

Fig. 1.13.6: Pen and Highlighter tools

1.14 BROADCAST SLIDE SHOW

The Broadcast Slide Show feature in PowerPoint 2010 enables presenters to share a slide show
with anyone, anywhere, over the Web. A link (URL) can be provided to the audience watching a
synchronized view of slide show in their browser.
We can send the URL for slide show to attendees by e-mail. During the broadcast, we can pause
the slide show at any time, re-send the URL to attendees, or switch to another application without
interrupting the broadcast or displaying our desktop to attendees.
Choosing a broadcast service: The Broadcast Slide Show feature requires a network service to host
the slide show. We can choose from several services:
1. PowerPoint Broadcast Service : This service is available to anyone with a Windows Live ID
and is a good solution for presenting to an audience that is outside the organization. Anyone
on the Internet will be able to access the URL for a slide show hosted on this service.
2. A broadcast service provided by the organization :The presentation is hosted on a server that
has the Microsoft® Office Web Apps installed. To use this service, a broadcast site must be set
up by the site administrator and audience members must have access to site.

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Essentials of broadcasting the presentation
Here are some things to consider before we broadcast our presentation:
1. Internet connection : We need to be connected to the Internet or have access to a broadcast site
on a server with the Office Web Apps installed in order to use this feature.
2. Supported browsers: The broadcast slide show feature can be viewed in the Internet Explorer,
Firefox, and Safari for Mac browsers.
3. File size limits : There are certain standard that might impose a limit on the file size for
broadcasted slide shows.
4. Supported PowerPoint features: Some PowerPoint features are changed when the slide show
is broadcasted online.
 Any transitions in our presentation are shown as Fade transitions in the browser.
 Screensavers and email pop-ups can disrupt the audience’s view of the slide show.
 Audio (sounds, narration) is not transmitted to the audience through the browser.
 We cannot add ink annotations or markup drawn onto the slide show during the
presentation.
 If we follow a hyperlink in our presentation to a Web site, the attendees can only see the
last slide showed in the original presentation.
 If we play a video in our presentation, the browser does not show it to the audience.
Broadcasting the Presentation
To broadcast presentation, do the following:
1. On the Slide Show tab, in the Start Slide Show group, click Broadcast Slide Show. The Broadcast
Slide Show dialog box opens as shown in Fig. 1.14.1.

Fig. 1.14.1 : Broadcast Slide Show

2. Do one of the following:
 If we want to host our slide show on the service listed under Broadcast Service, click on
Start Broadcast button.

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 If we want to use some other service to host our slide show, click Change Broadcast Service.
Under Choose a broadcast service, select the service that we want to use as shown in the
Fig. 1.14.2.
If the service is not available in choose a broadcast service, select Add a new service... and then in
the Add Broadcast Service dialog box, enter the network address of the service we want to use and
then click Add shown in Fig. 1.14.2.

Fig. 1.14.2: Change Broadcast service

3. After we select broadcast service, click Start Broadcast. PowerPoint then creates a URL for
presentation as shown in Fig. 1.14.3.

Fig. 1.14.3: Start Broadcasting

4. To send the URL for presentation to the audience, do one of the following:
 To send the URL for presentation by email, click Send in Email.
 To copy the link, click Copy Link.
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5. When audience receives the URL for the slide show, click Start Slide Show to begin broadcast.
6. To finish the presentation and are ready to end the broadcast, press ESC to exit Slide Show view
and then click End Broadcast as shown in Fig. 1.14.4.

Fig. 1.14.4: End Broadcasting

1.15 PROTECT POWERPOINT PRESENTATION

To protect PowerPoint 2010 presentation, use the following options as shown in Fig. 1.15.1.
1. Click the File tab in PowerPoint 2010. The Backstage view will open.
2. In the Backstage view, click Info.
3. In Permissions, click Protect Presentation. The following options will appear:

Fig. 1.15.1: Protect Presentation

1. Mark as Final : It makes the document read-only. When a presentation is marked as final,
typing, editing commands, and proofing marks are disabled or turned off and the presentation
becomes read-only. The Mark as Final command helps us communicate that we are sharing a
completed version of a presentation. It also helps prevent reviewers or readers from making
inadvertent changes to the presentation.
2. Encrypt with Password : It set a password for the document. When we select Encrypt with
Password, the Encrypt Document dialog appears. In the Password box, type a password to
protect unauthorised access.
3. Restrict Permission by People: It install Window Rights Management service to restrict
permissions to access the presentation.

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4. Add a Digital Signature: It authenticate digital information such as documents, e-mail messages,
and macros by using computer cryptography. Digital signatures are created by typing a signature
or by using an image of a signature to establish authenticity, integrity, and non-repudiation.

1.16 ACCESSIBILITY CHECKER

Because many organizations, such as government and standards groups, continue to revise their
requirements so everyone in their audiences can access information, Microsoft Office 2010 introduces
the Accessibility Checker in Microsoft Word 2010, Microsoft Excel 2010, and Microsoft PowerPoint
2010 to help us identify and resolve accessibility issues in files.
Similar to spelling checker alerting us to potential spelling errors, Accessibility Checker alerts us to
certain accessibility issues in our file so that we can fix potential problems that might keep someone
with a disability from accessing our content.
The Accessibility Checker checks our document against a set of possible issues that users who
have disabilities might experience in our file. Each issue is classified as an Error, a Warning or a Tip.
1. Error: An accessibility error is given for content that makes a file very difficult or impossible
for people with disabilities to understand.
2. Warning: An accessibility warning is given for content that in most, but not all, cases makes a
file difficult for people with disabilities to understand.
3. Tip: An accessibility tip is given for content that people with disabilities can understand, but
that might be better organized or presented in a way that would maximize their experience.
Whenever the Accessibility Checker finds an issue, the task pane shows information about why the
content might be inaccessible. Selecting the issue then shows instructions on how to repair or revise it.
Use Accessibility Checker
1. Click the File tab.
2. Click Info.
3. Under Prepare for Sharing, an alert will appear if Accessibility Checker has detected any
potential accessibility issues as shown in Fig. 1.16.1.

Fig. 1.16.1: Accessibility Checker

4. If we want to view and repair the issues in our file, click Check for Issues, and then click Check
Accessibility as shown in Fig. 1.16.2.

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Fig. 1.16.2: Check for Accessibility Issues

5. Returned to the file where the Accessibility Checker task pane is open, showing the inspection
results as shown in Fig. 1.16.3.

Fig. 1.16.3: Accessibility Checker task pane

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6. Click on a specific issue to see Additional Information and steps you can take to fix or revise
the content.
1.17 POWERPOINT VIEWS
The views in PowerPoint 2010 are used to edit, print, and deliver presentations. The different
view commands group is available in the View tab, in the Presentation Views group as shown in
Fig. 1.17.1.

Fig. 1.17.1: PowerPoint Views

The PowerPoint 2010 provides various views which are as follows:
1. Normal view
2. Slide Sorter view
3. Notes page view
4. Reading view
5. Slide show view (includes Presenter view)
6. Master view – Slide, Handout and Notes (already discussed in section 1.7.1)
Normal view : It is the main editing view where we can write and design the slides of a presentation
as shown in Fig. 1.17.2. The various parts of the normal view are as follows:
 Outline tab and Slide tab
 Slide Pane
 Notes Pane
 Ruler
 Gridlines or Guide lines

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Outline tab Ruler

and Slide
tab

Slide Pane

Gridlines or Guidelines
Notes Pane Fig. 1.17.2: Normal View
Slide Sorter view : The Slide Sorter view provides a thumbnail view of the slides in a presentation.
This view helps to sort and organize the sequence of the slides in a presentation, and also prepare
the presentation for printing. We can add sections in Slide Sorter view as well, and sort slides into
different categories or sections. The Fig. 1.17.3 shows slide shorter view.

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Fig. 1.17.3: Slide Sorter view

Notes Page view : The Notes Page is used to prepare speaker notes, used to refer during presentations
or to print notes in handouts for the audience or to post on a Web page. The Fig. 1.17.4 shows various
parts of Notes Pages view.

Fig. 1.17.4: Notes Page view

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Reading view: Reading view is to deliver presentation not to an audience (via a large screen, for
example), but instead to someone viewing presentation on their own computer. The use of Reading
view is to view a presentation not in full-screen Slide Show view, but in a window with simple
controls that make the presentation easy to review.
Slide Show view: It occupies the full computer screen, exactly the way presentation will look on a
big screen. We can see how graphics, timings, movies, animated effects, and transition effects will
look during the actual presentation.
A Presenter view is a key slide show-based view that can be used while delivering presentation.
Presenter View is used in viewing presentation with speaker notes on one computer (For example,
laptop), while the audience views the notes-free presentation on a different monitor.

1.18 DELIVER AND DISTRIBUTE PRESENTATION

Once the presentation is ready, it can be delivered or distribute to the audience for viewing the slide
show. The various methods for delivering and distributing the presentation are shown in Fig. 1.18.1.
Click any of the option available in PowerPoint to package the presentation.

Fig. 1.18.1: Package the Presentation

SOURCES :
www.office.microsoft.com

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 ABBREVIATIONS
ADC : Analog-to-Digital Converter
AGP : Accelerated Graphics Port
ALU : Arithmetic Logic Unit
AI : Artificial Intelligence
ATM : Automated Teller Machine
ADB : Apple Desktop Bus
ATM : Automated Teller Machine
BPS : Bytes Per Second
BYOD : Bring Your Own Device
CAD : Computer Aided Design
CNR : Communications Network Riser
CPU : Central Processing Unit
CU : Control Unit
CCD : Charge Coupled Device
CGA : Color Graphics Adapter
CDMA : Code Division Multiple Access
DAT : Digital Audio Tape
DDS : Digital Data Storage
DPI : Dots Per Inch
DAC : Digital to Analog Converter
DAT : Digital Audio Tape
DSP : Digital Signal Processor
DSP : Digital Signal Processors
EISA : Extended Industry Standard Architecture
EGA : Enhanced Graphics Adapter
FD : Frequency Modulation
GUI : Graphical User Interface
GPS : Global Positioning System
GPRS : General Packet Radio Service
GSM : Global System for Mobile Communications
IC : Integrated Circuit
ISA : Industry Standard Architecture
IPOS : Input Processing Output Storage
IR : Infrared
IEEE : Institute of Electrical and Electronic Engineers
IMT : International Mobile Telecommunications
ITU : International Telecommunication Union
LAN : Local Area Network

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MBPS : Million Bytes Per Second
MO : Magneto Optical
MCA : Micro Channel Architecture
MIDI : Musical Instrument Digital Interface
MDA : Monochrome Display Adapter
MICR : Magnetic Ink Character Recognition
MMS : Multimedia Messaging Services
MDM : Mobile Device Management
MS : Mobile Station
NFC : Near Field Communication
OOP : Object Oriented Programming
OCR : Optical Character Recognition
OMR : Optical Mark Recognition
PDA : Personal Digital Assistant
PCI : Peripheral Component Interconnect
PDL : Page Description Languages
PMT : Photo Multiplier Tube
POS : Point of Sales
PIN : Personnel Identification Number
PGP : Pretty Good Privacy
QIC : Quarter Inch Cartridge
RISC : Reduced Instruction Set Computer
RAM : Random Access Memory
ROM : Read Only Memory
RoT : Root of Trust
SAM : Serial Access Memory
SVGA : Super VGA
SVGA : Super Video Graphics Array
SMS : Short Messaging Service
SIM : Subscriber Identity Module
UDMA : Ultra Direct Memory Access
UPC : Universal Product Code
VGA : Video Graphics Array
VLSI : Very Large Scale Integration
VESA : Vedio Electronics Standards Association
VLB : VESA Local Bus
WAN : Wide Area Network
WISP : Wireless Internet Service Provider
WEP : Wired Equivalent Privacy

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