A Book on Windows 7 and MS Office 2010 ICen Author Ruchika Khanna M.Se.(Comp), MCA. OQ GURUKUL PUBLICATIONS PVT. LTD.Published by GURUKUL PUBLICAT 53, DDASheds, ‘Okhla Industrial Area, Phase-t ‘New Delhi-110020 Ph: ¥91-11-46109537, 0971700248 Fax: 491-11.26814009 ‘e-mail: gurokulpub@®gurukuipubleations.org website: worw gurukulpublcations.org Edition : 2017 |SBN: 978-93-84867-73-7 = 290/- © GURUKUL PUBLICATIONS PVT. LTD. All rights reserved. No part of this book, including interior design, cover design and icon, may be reproduced or transmitted in any form, by any means electronic, photocopying, recording or otherwise) without prior written permission from Gurukul Publications Pot. Lia. Printed at: lest Print Pack, New DelhiPreface Gurukul's Computer Icon isa series of eight books for Classes 1 to 8. It is a new, interactive and hands-on experimental approach to the teaching of computer science. It is especially designed for the young children to make learning process interesting and easy to grasp. Written in a child-friendly format, this series facilitates real situations in learning computer and equipping students for the future. Itis based on the latest guidelines by NCERT andis strictly in accordance with the syllabus of CBSE and other State Boards, ‘The progression of the series is graded to the age and understanding of the learners. It is supported by the latest software packages and programs such as Windows 7, MS Office 2010 and Tux Paint (Classes 1-2). SALIENT FEATURES + Thelanguage of the seriesis easy, simple and to the point. + Itclears the fundamentals of Windows 7 ina student-friendly way. + Chapter Outlines highlight the principal heads of every chapter. + Vivid presentation of schematic diagrams, illustrations and screenshots makes the concepts easy to understand. + Activity is in-text exercises that check the quick learning of young learners and include practical tasks and worksheets to test the proficiency level ofthe students. + Hot Tip useful tips on options available for different operations. + Points To Remember is a bird's-eye view of chapter contents available with every chapter. + Exeri ‘e contains interesting exercises based on the text. * Application Based Questions a special analytical section that encourages students to evaluatea situation and answer questions based on them. + Let's Go to Lab contains the lab activities and application based exercises to give hands- on experience. Lam confident that students and teachers will definitely appreciate my endeavour toaccomplish this series ina simple way. ADDITIONAL FEATURES + AVisual Animated CD o Downloadable separate Worksheets. + E-book * Teacher's Manual + Question Paper Generator. Introduction toAdobe Flash CS3 Computer Hardware and Software ESE More AboutWindows 7 16 Formulaeand functions in MS Excel Advanced Features in MS Excel 2010 Chartsin MS Excel 2010 AE More on QBasic Basic : Loops i QBasic— Graphics and Sounds Internet Services Model Test Paper A Closer Look of MSWord and MS PowerPoint 2013 ProjectTime Cyber Olympiad a a>,ww Computer Hardware y and Software Chapter Duties Computer System © Open Source Initiative Computer Hardware Number System, © Computer Software imine in mnie miei ila ale elie ie ee COMPUTER SYSTEM The computer is a machine that works according to a set of instructions known as piogram. It is an electronic machine that helps you to process data. A Computer System consists of a combination of Computer Hardware on which Computer Software runs, to let a user interact with che computer hardware to perform the desired tasks. ‘A Computer System has three main components: Cotnuren Srero Comers Horowene Conran SorTWHRE User 4 4 ' ALL THe pas Om THE “THESE ARE THE PROGRAMS TAT RN Use 1s rhe PERSO Who USES THE cosmos wos one (OU THE COMPUTER HARONARE TO commuter nagonsee WITH THE HEL? COMPUTER HARDWARE ‘The hardware components of a computer can be divided into owo basic categories: 1, The main hardware parts 2. The peripheral devices The main harcware paris are the components that perform actual processing. The peripheral devices are the hardware components that are attached to the computer's main parts to enhance its functionality and make it more useful. Keyboard, mouse, joystick, microphone, monitor, printer, speakers, pen drives etc. ae some of the peripheral devices of the computer, (You have learnt about them in previous class). Now let us learn about some more peripheral deviess. PinP ae 20%.0 a se. enna6. Hlcowese) Projection Keyboard Projection keyboard isa kind of virtual keyboard formed of laser light. Iv is designed to sense the finger movement of a user and translate them into keystrokes. 2. Braille Embosser 7 impaired person can read it. Voice Recognition System Speaking to a computer is also a form of input. Speech recognition device accepts words or other sounds through a microphone. The microphone converts human speech into electrical signals, which a computer can recognise and store in its memory. Biometrics Device The Biometrics Device is used to measure and analyse personal characteristics, ofan individual. These characteristics include fingerprints, voice patterns, hand measurements etc. All of these are used to identify human characteristics and to verify their identity. These biometrics or characteristics ate tightly connected to an individual and cannot be forgotten, shared, stolen or easily hacked. These characteristics can uniquely identify a person, replacing or supplementing traditional security methods by providing wo major improvements: (a) personal biometrics cannot be easily stolen and an individual does not need ro memorise passwords or codes. (b) biometrics can better solve the problems of access control, fraud and theft. Now-a-days more and more organisations are LY Braille Embosser isa special type of impact printer that prints the normal text from a computer file in the form of Braille vex seripe so that visually considering biometrics as a solution to their security problems. LCD Projector ‘This output device is used to display video, images or computer data on a large screen, It projects an image on to the surface by passing light over an &.,, LCD panel. Ic is used while displaying presentations. Optical Mark Reader (OMR) ‘An Optical Mark Reader throws a light beam onto the document on which marks have been made, analyses the reflected light to decide the mark position. A mark position is decided as less light is reflected from a marked cell than the unmarked cell, nes @ 000m OOP%OL%Magnetic Stripe Card/Reader On Magnetic Stripe Cards, the data is permanently stored on a magnetic stripe. The card often includes a name and signature or any other details (like a photo) for added security. To read data from a smart card, the card is swiped through a magnetic card unit, which converts the information into computer readable characters for Magnetic further processing. ATM Card, Credit Cards like visa, master-card, library Stripe cards, tc, are some of these types of cards. 8. Drawing Tablet ‘This inpuc device isa slate-like board which has a special pen to write or draw on it and is connected to the computer. The word or image you draw can be saved on the computer, 9. MICR Magnetic Ink Character Recognition (MICR) is an input device used to identify and read magnetised characters printed on cheques etc. 10. Smart Card/Reader Smart Cards are intelligent cards which have inbuilt electronics and memory storage (RAM chip). Lots of data like name, address, blood ‘group type, etc. can be stored and updated on the RAM chip. A circuit When the card is passed through a reader, details are read from its memory and are also updated in the memory (like balance amount left after the transaction). COMPUTER SOFTWARE Software is the collection of computer programs, procedures and documentation that performs different tasks on a computer system. In other words, it governs the operations of a computer system. Software can be divided into three main categories: 1, System Software 2. Application Software 3. Development Software System Software A System Software is set of one or move programs that are designed to control the operation of a computer system. It manages tasks such as controlling different operations, moving data in and out of the computer and executing application programs. The system software can be further divided into three main categories: 1. Operating System 2. System Utilities. 3._-Device Drivers Piao 099% a «a «en —Operating System An Operating System is the main software of the computer. Tt controls and coordinates the internal working of the computer and provides an interface to the user to work on the computer. ‘A computer system has many resources such as CPU time, memory space, file storage space, VO devices, system memory, cache memory, hard disk space and so on. These resources enable a computer system to function efficiently and are responsible for its overall performance. The operating system acts as a resource manager by allocating these resources to specific programs and applications as and when required. uo A MacOS Logos of Some Operating System ‘System Utilities A System Utility is a small program that performs a very specific function, usually related to managing the system resources. An operating system contains a number of utilities built into it for managing disk drives, printers and other devices. The two most common utilities that come as an integral part of the windows operating system are : Disk Defragmenter and Disk cleanup. Device Drivers Device Driver isa system software that controls. particular type of device attached to the computer. The function of a device driver is to convert the instructions given by the operating system into a form which a particular device can understand. There are drivers for printers, display units, pen drives, CD and DVD drives etc. Application Software An Application Software is a progeam that runs on the system software and allows a user to do some useful work on the computer. The application software can be divided into two main categories: 1. General Purpose Application Sofware 2, Custom Made Application Software General Purpose Application Software. General Purpose Application Softwares are the application softwares that are designed to be used by people for any general purpose such as word processing, maintaining records, designing, image editing, creating animations, and creating multimedia presentations. MS Word, MS PowerPoint, MS Excel, Photoshop, CorelDRAW etc. are examples of General Purpose Application Software [Bllcoururen : - nO: @ © S90 00940.Custom-Made Application Software Custom-Made Application Sofiware are the application softwares especially developed to meet the specific requirements ofa particularperson, institutions, organisation etc. Industrial automation software, business software, the payroll software of a company, the banking software developed especially for a bank etc. are examples of some Custom-Made Application Software. Activity 4. Collect the pictures of different peripheral devices and paste them in your scrapbook. 2. Visit your school’s computer lab and make a list of application softwares installed in the computers. Power of Simplicity Development Software ‘The software (like Net Frame work, Visual Studio, Java Eclipse and QBasic etc.) which help programmers to develop other software is known as the Development Software oF Programming Software. A development software generally exists in the form of an Integrated Development Environment (IDE) which includes a comprehensive set of software tools such as programming language, language translator and linker. Programming Language Programming language is a system of commands used to develop software for the computer. Computer languages can be classified into wo broad categories: 1, Low-Level Languages 2. High-Level languages (You have already studied about them in class 6). Language Translator A language translator is a software that translates a program written in the assembly language or any of the high level languages into the machine code (strings of 0 and 1). There are three types of language translators: 1. Assembler 2. Interpreter 3. Compiler Assembler: An assembler is a program that translates an assembly language program into amachine language program. Incerprecer : An interpreter is a program thac translates a program written in high-level language into the machine language, line to line, An interpreter is slower than a compiler. Compiler : A compiler is a program that translates a high-level language program into machine language at one go. The translated program is called the object program. Plo? ee a2®Q a Couuren [BNLinker A linker isa program that takes up several different programs and links them up in the form of a single executable file so that an operating system can execute them to run the sofeware, Debugger A debugger is a software tool that allows a programmer to examine the working of a program in detail to locate any errors or bugs. ‘Text Editor ‘The text editor is a software program that allows a programmer to write, execute and debug programs in programming languages. OPEN SOURCE INITIATIVE ‘The Open Source Initiative (OSI) is an organisation dedicated to promote open source software. 1, The Open Source Initiative (OSI) is a non-profit corporation whose goal is to promote the use of open source software in the commercial world. 2. Generally, anyone can download open source software for little o no cost, and can use, share, borrow, or change it without restriction. Open © source practice promotes software reliability and quality by supporting Open Source independent peer review and rapid evolution of source code. initiative 3. On the other hand, proprietary software isa computer software on which there are restrictions on use, modification, copying or redistribution. ‘These restrictions can be imposed by preventing access to the source code or by legal means such as through copyright and patenss. 4, These days, a growing number of people and organisations have started using open source software. The basic idea behind open source software is to promote improvement in the quality of the software. When an underlying source code is available, people can improve and adapt it according to their needs and also help in fixing the errors. Developers believe that this collaborative work produces better software than the case in which only a very few programmers have the right to modify the source code. 5. Some examples of popular open source software are Ubuntu (Operating System) Android (an operating system for smartphones and tablet computers), OpenOffice [Office Site that includes a word processor (Writer)], Mozilla Firefox (Web Browser), GIMP (Image editing software) and VLC (Media Player). NUMBER SYSTEM Number System is a system of processing numbers in different ways. The various number systems which are used co represent the data are: 1. Decimal Number System 2. Binary Number System 3. Octal Number System 4, Hexadecimal Number System Wl covwuren) ne: @ 0 SOQ 00901Decimal Number System Decimal Number System consists of 10 digits ‘i.e’ 0 to 9 with the base 10. These 10 digits can be used co represent any number in this system like 143, 56, 26842 etc. ‘The value of each digic in a number depends upon the following: (a). The face value of the digits (b) The base of the number system (©) The position of the digie in the number For example, in the number 463, the digit 3 represents the number of ones, 6 represents the number of tens and 4 represents the number of hundreds. 3x10° ones, = = 3. Bones) x10! tens. = «GO (tens) 4x10 hundreds = 400 (4 hundreds) Conversion from Decimal to Binary Number System To convert any number from Decimal to its Binary equivalent, follow these steps: 1, Divide the given decimal number by Base 2. 2. Separate the remainder and divide the quotient once again by 2 3. Repeat Step 2 until the quotient is 0. 4, Write the remainder in reverse order, ic, from bottom to cop. Example 1: Example 2: Rem Rem abs 0 2/240 0 2he 0 2{120 0 a 0 2|60_ 0 3B 1 20— 0 hb 1 2s” 1 So, (24),, = 11000 27 1 2B 1 i 1 So, (240),, = 11110000 Binary Number System Binary Number System consists of only two digits ie. 0 and 1 with the base 2. The binary digits are abbreviated as bits, All digital computers use binary number system and convert the user's input from the decimal format into its binary equivalent, Conversion ftom Binary to Decimal Number System To convert any number from Binary on to its Decimal equivalent, follow these steps: PP ae O9S8.ea - «en —1, Multiply each binary digit wich Base 2 from right to left. 2. Increase the power one by one, keeping the base fixed as 2. 3. Sum up all the products to get the decimal number. Example 1: 1110 Starting from right to left the value of each digit will be: Ox2= Oxl= 0 Ix2= 2 1x4 = 4 1Ix2= 1x8 = 8 Now sum up all the products 84+44240=14 So (14),, is the Decimal equivalent of (1110), Example 2: 1000 Starting from right to left che value of each digit will be: 0x2" = Ol = 0 0x2 = 0 Ox4 = 0 1x8 = 8 Now, sum up all the products, 8+04+0+0-8 So (8),, is the Decimal equivalent of (1000), Octal Number System Octal Number System consists of 8 unique digits ie.’ 0 to 7 with the base 8. The decimal symbols are 0, 1, 2, 3, 4, 5, 6, 7. Example: 374 Octal Decimal 374 = 3x8%s7a8! 448" Remember = BxG64)+(7x8)4(4x1) Pele tpekedces ooo So = 192456+4-252 67), = 5p Hexadecimal Number System ‘This number system consists of 16 digits with the base 16. The digits are 0, 1, 2, 3, 4,5, 6,7, 8,9, and A, B, C, D, EE [lcovwurten) 0: © 000 00901Example: 24 Hexadecimal Decimal 204 2x16°+(c=12x16")44x16° Remember 256) +( 12316) +(4x In Hexadecimal system, AB, C, D, (@s250)s(12x16)«(fn)) E, F, represent 10, 11, 12, 13, 14, 15, = 512419244 reerertoeit (2c4),, = (708), Activity 2 4. Convert the following Decimal numbers into Binary numbers. (a) 69 (©) 657 2. Convert the following Binary numbers into Decimal numbers. (2) 1100 (b) 100101 ‘A computer system consists of three main components : Computer hardware, Computer software and user. ‘System software is a set of one or more programs that are designed to control the operation of a ‘computer system. The operating system is the main software of the computer. ‘An application software is a program that runs on the system software and allows a user to do some useful work. ‘A software which helps programmers to develop other softwares is known as the development software. Number system isa system of processing numbers in different ways. Exercise’ A. Tick (7) and write the correct answer: 1. The... _ devices make up the physical body of a computer. (@) sofeware oO (b) hardware oO (©) speakers @ (€) none of these © ai is a type of vireual keyboard. (@) Macro keyboard Oo (b) Wormical keyboard =) (6) Projection keyboard == (d) Screen keyboard 2 9 isan example of operating system, (a) Mac OS oO (b) MS-Word. oO (©) Tally Oo (d) All of these oO 25996 0n8%ea-c. =4. Computer languages are classified into categories. (a) three io} (b) four oO () two oO (d) six oO 5. An «isa program that translates @ program written in high-level language into the machine language. (a) assembler Oo (b) linker Oo (©) debugger Oo (4) interpreter Sy B, Write ‘T? for True and ‘F’ for False statement. 1. Magnetic Ink Character Recognition is an output device. 2. Operating system controls and coordinates the intemal working of the computer 3. Binary number system consists of only two digits. 4, LCD projector is used to display videos, images or computer data 5. Device driver is an application software. C. Fill in the blanks with suitable words given in the box: 10 System Hexadecimal bralleembosser_ debugger number system consists of 16 digits and symbols. 00000 The of braille text. «a special type of impact printer chat prints the normal text in the form ahs software is a set one of of more programs that are designed to control the operation of a computer system. 4 AY is a software tool that allows a programmer to examine the working of a program, 5. Decimal number system consists of... - digits. D. Convert the following binary numbers into decimal equivalents. 1. (on), 2 (100110), E, Convert the following decimal numbers into binary equivalents. 1. 0.876),, 2 68),, F. Very Short answer type questions. 1. ‘The hardware components of a computer are divided into two categories. Name them. 2. Give two examples of System Utilities. 3. Whatis the function of linker program? 4, Give three examples of Development Software. 5. What is the full form of “OSI”? nes @ 080 OOPFO%G. Long answer type questions. le * Explain any four peripheral devices. Define language translator and its types in detail. Explain Decimal Number System with an example. How can you convert decimal to binary number system? Explain with an example. HzO Make a PowerPoint presentation on various types of softwares. 2. Visit your computer lab and do the following: (a) Prepare alist of hardware being used there, (b) Make a list of softwares installed on the computers. Type both the lists in MS-Word, (computer:. More About * y Windows7 ~~ Chapter Duties | © Windows Explorer = Burning a cD | Werking with the Control Panel 2 Resource monitor © _On Screen Keyboard PPP c PD aD RDA DD Df WINDOWS EXPLORER Windows Explorer is a program that is efficient for viewing files and folders in Windows. Ie is suitable for viewing files and folders in a hierarchical order. Windows Explorer helps its users to efficiently organise the files and folders that are stored in different drives of a computer. Starting Windows Explorer You can open Windows Explorer in two ways: Right click on Stare button and select Open Windows Explorer option. or Step 3: Click on Accessories. Step 4: Click on Windows Explorer. Bowe‘The Windows Explorer screen is divided vertically into two parts or panes: the left pane and the right pane. The left pane displays disk drives and folders in a hierarchical ordet. The right pane displays the contents of the folder or drive that is selected on the lefi pane. You see and P signs in front of a disk drive or folder name. A? sign indicates that the folder contains subfolders. If you click on theP sign, ic shows the subfolders inside and at the same time the? sign changes to sign. ‘This process is called expanding files and foldes. IF you click on the sign which is in front of a folder, the expanded subfolders collapse back. ‘The menu control bar has many options to work with files and folders. The details pane displays details like size and type of the selected item. Right Pane Libraries in Windows Libraries are user-defined collection of contents. This kind of folder in Windows 7 is used to manage documents, music, pictures and other files. A library gathers files that are stored in several locations but hides the actual location. You can browse your files in the same way as you would do in a folder. ‘When you open Windows Explorer, you see the Libraries folder selected on the left pane, by default. Double-click on the required library on the right pane to open it. The default Windows Libraries are: Documents, Music, Pictures and Videos. PIP ae 008.0 - se oweuren Al2 1. Open Windows Explorer. 2. Click on ‘Local Disk (C:) drive on left pane. 3. Notice how many files and folders are there in (C:) using left pane by expanding it WORKING WITH THE CONTROL PANEL Control Panel is an important system folder using which you can make changes in the current settings of windows. These include: 1, System and Security Networking and Internet Hardware and Sound Programs User Accounts and Family Safety Appearance and Personalisation Clock, Language and Region Ease of Access These settings control almost everything in regard with to set up windows the way you want, en ayaen You can open Control Panel in two ways: Step 1 : Click on Stare button, Step 2 Select Control Panel option from the right pane. OR Step 1 : Double-click on the Computer icon on the Desktop. Step 2 : Click on Open Control Panel button located on the tool bar. Fonts A foncis a graphical representation of text that may include different styles, point size, color or design, for example, Arial, Candara, Georgia, Bell MT etc. Font settings are used to change the display of text on the screen and the printed text. You can use Fonts settings in Control Panel to view, add new fonts or delete existing fonts. Po @ Howie n®: 2 0 G80 %O“To view fonts follow these steps: ‘Step 1: Open Control Panel, Step 2 : Click on Appearance and Personalization. Step 3 : Click on Fonts. The fonts window will open, Step 4: To view a sample, double-click on the font. A window will open with a preview of the font syle. ‘To add a font Windows provides you with the option of adding new fonts and also deleting the unwanted fonts. To add a font, follow these steps: Step 1 : Select the drive and open the folder that contains new fonts. ‘Step 2+ Copy the font that you want to add and paste it to Fonts folder in Control Panel. Todeletea font To delete a font, follow these steps: nn Step 1 : Select the font you want to delete. = a Step 2 : Click on Delete button present above the 3 fone thumbnails. Step 3 :A Delete Font dialog box will appear. Step 4 : Click on Yes. ORStep 1: Right-click on Font, ‘Step 2: A pop-up menu opens. Step 3 : Click on Delete. Add Windows Credential Credential Manager allows you to store credentials such as user name and password that you use to log on to websites or other computers on a network. By storing your credentials, windows can automatically log you on to websites and on other computers. Credentials are saved in special folder on your computer ealled vaults. ‘To add windows credentials, follow these steps: Step 1 : Click on Start button and then Control Panel. Step 2 : Click on User Accounts and Family Safety. Step 3 : Click on Credential Manager. Step 4 : Click on Add a Windows Credential. Step 5: Fill up the fields and click on OK. Put Your Computer in Sleep Mode Sleep Mode is a power saving state that allows a computer to quickly resume Full-power operation when you start working again. It puts your work and settings in memory and draws a small amount of power. To put your computer in Sleep Mode follow these steps: nos o 000 90 %OL%Step 1 : Click on Scare button. Step 2 : Click on Control Panel. Step 3 : Click on Hardware and Sound. Step 4 : Click on Power Options. Step 5: Select the Power Saver option, sleep mode will become active. Step 6 : To make farther changes click on Change plan settings. Step 7 + Select the required setting as per your needs and click on Save changes. ON SCREEN KEYBOARD On-Screen keyboard is a feature provided by Windows 7 to write and create documents using On- Screen keyboard in place of the actual keyboard which is attached to the computer system. ‘To open On-Screen Keyboard, follow the given steps: Step 1: Click on Stare burton @, QE Step 2 : Click on All Programs option, Step 3 : Click on Accessories option. Step 4 : Click on Ease of Access option, Step 5 : Now, click On-Sereen Keyboard option. The On- Screen Keyboard appears. BURNING ACD Burning a CD means to write or copy content to a CD/ DVD. To burn a CD/DVD follow these steps: Step 1: Insert a blank CD/DVD in the CD/DVD drive of your computer. my dtr ce Qe Step 2: An AutoPlay dialog box will appear. Step 3 : Click on Burn files to disc. Step 4 : A Burn a Dise dialog box will appear asking you, “How do you want to use this disc?” PinPae 008.0 - se Couroren7 aStep 5: Step 6 Step 7: Step 8: Step 9: Step 10 Step 11 How do you want eth se? Give a title to the disc and choose the option With a CD/DVD player. Click on Next. A.CDIDVD drive window will open. From left pane and select the drive/folder from where you want to burn the files. Now, click the files which you want to burn on CD/DVD. Afier selecting files, lick on Burn button, on top of the window. : The files will get copied to the CD/DVD drive. : Click on Burn to disc. : A Burn to Dise dialog box will appear. + Give a suitable Disc Title and select the Recording Speed and click on Next. : Choose the desired option. (@) Make an audio CD (for standard audio CD players). (b) Make a data CD (for computers and some CD players). : Ifyou choose option (a), Windows Media Player will open. () Click on Start burn on Window Media Player. Gi) The CD will stare getting burned, : Ifyou choose option (b), the file will start burning to the disc. () After the CD is burned, click on Finish, (ii) The CD drive will open automatically. rs) oT 2200 00% 0t%‘Change AutoPlay Settings In Windows 7 you can change AuioPlay sestings for CDs, flash drives ete. To change the AutoPlay setting, follow these steps: Step 1 : Click on Seart button and then click on Control Panel. Step 2 : Click on Hardware and Sound. Step 3 : Click on AutoPlay. Step 4 :In a AutoPlay dialog box, change the settings according to your needs. Step 5 Click on Save. RESOURCE MONITOR ‘Windows 7 resource monitor lets you peek into the inner working of the system, with graphs and statistics. If you are having trouble with a program taking over your computer, or if you want to know how much of its memory is being used, the resource monitor knows all. “To pursue the internal behavior of your system, follow these steps: Step 1 : Click on Start button. Step 2: Click on All Programs. Step 3 : Click on Accessories. Step 4 : Click on System Tools. Step 5 : Click on Resource Monitor. Step 6: The Resource Monitor window will open. PIGPAO aaa. —~™> = Resource Monitor helps: (2) To keep a watch on which programs are hogging CPU, click on CPU tab, (b) Ifyou are curious about how your computer's memory is being used, click on Memory tab, (6) When you are done, click on Close button to close the Resource Monitor. By contrast, Windows 7 Resource Monitor gives you an eagle-eye view of the problems your PC has encountered, with some insight as to the causes, Activity ( 4. Open Control Panel. Now, see the various fonts available in your computer. Add two fonts. 2. With the help of your teacher, put your computer in sleep mode. Windows Explorer is a program that is efficent for viewing files and folders in Windows. The Windows Explorer screen is divided into two parts or panes: the left pane and the right pane. Libraries are user-defined collection of contents. Control Panel is an important system folder using which you can make changes in the current settings of windows. 5. Credential Manager allows you to store credential such as user names and passwords that you use tolog on to websites or on computer networks. Windows 7 resource monitor lets you peek into the inner working of the system.Exercise A. Tick (“) and write the correct answer: To open Windows Explorer, right click on . ~ burton, (a) Accessories Oo (b) Start (c) Control Panel oO (d) None of these ‘The Windows Explorer sereen is divided vertically into 00 parts or panes. @) ovo Oo (b) five Oo © four Oo (A six eo Control Panel system folder includes = (@) Programs Oo (b) Ease of Access Oo (c) System and Security a (d) All of these Oo Windows credential allows you to store credentials like (@) User name oO (b) Password © (©) both (a) and (b) oO (d) None of these oO x isa graphical representation of text. (2) Fonts Oo (b) Piccure Oo (©) both (a) and (b) oO (d) None of these (@) B. Write T? for True and ‘F* for False statement. L 2. 3, Windows Explorer is a program that is efficient for viewing files and folders. The left pane displays the contents of the folder or drive that is selected. You cannot use Control Panel system folder to make changes in the current settings of windows. You cannot add or delete fonts using Control Panel. On-Screen Keyboard isa feature provided to write and create documents using on-screen keyboaed in place of actual keyboard. O OO OO C. Fill in the blanks with suitable words given in the box. adding disk drives folders write viewing deleting user-defined 5. Windows Explorer is very helpful for efficiently .. files and folders. The left pane displays and. Libraries are -ollection of contents, in ahierarchical order. Windows provides you with the option of jew fonts and unwanted fonts, Burning a CD means to ... 1 copy the contents t0 a CD/DVD. Piao 099% a «a «en =D. Very Short answer type questions. 1, Name the defaule libraties in Windows 7. 2, Name any two type of fonts. 3. Define On-Screen Keyboard. 5. What is Sleep Mode? E. Long answer type questions. 1, Define Control Panel in brief. 2. What are fonts? Write steps to add and delete fonts.5 ‘Write the steps to change AutoPlay settings. 3 1, Visit your Computer Lab: (a) Open Control Panel. (b) Check the power options of your computer. Change it to power saver. 2. Write a few lines about yourself in MS-Word using the On-Screen Keyboard. 125639 0.0 29%.0 @ 20. =—. Formulaeand =~ y Functions in MS Excel Chanter Duties Rules to Create a Formula © Cell References Entering a Formula Cell Reference to another Worksheet Formulae in Excel ©. Functions Copying a Formula (AutoFil) © Galeulating with Autosum, Errors in a Formula efor ree ppm A formula is an equation that performs calculations on data values stored in a cell, I establishes a relationship between two or more cells. [eis an expression that can include cell addresses, numbers, arithmetic operators and parenthesis. You can perform simple as well as complex calculations using functions, Formula must begin with equal co (=) symbol followed by cell references and operators Ic may contain any one or more of the following elements. Cell Reference : The eell or range of cells that you want to use in your calculations. Torefer Cell Reference Cell in column A and row 7 AT Range of cells from cell Al to cell A7 AAT Range of cells from cell D1 to cell G15 Di:Gis Non-contiguous range of cells from cells B4 to C4 and from cells D4 to G4_ | B4:C4, D4:G4 Operators : Symbols that specify the calculations to be performed. Operator Description Bample + ‘Adds two numbers 2742 Subtracts second number from the first number = Multiplies two numbers fi Divides first number by second number a Raises a number to a power Constants : Numbers or text values that do not change, Functions : Predefined formulas in Excel, Bixee n®s @ 00a 8 Pa @eDescription | Example ‘sum | Adds all the numbers ina range of cells ‘Average | Returns the average (arithmetic mean) of al the numbers in a range of cells Product _| Multiples allthe numbers in a range of cells Max | Returns the largest value from the numbers in a Max(A1:D1) range of cells ‘Min | Returns the smallest value from the numbers ina | = Min(A1:D1) range of cells RULES TO CREATE A FORMULA 1, All formulae should begin with ‘an equal co’ sign (=). The ‘equal to’ sign tells Excel that the following numbers or cells make up a formula. 2. A formula can contain numbers like 67, cell addresses like A1:E2, Mathematical operators like +, -, *, /,® etc, and the function name. (CAL ApoRES + = Al + B1*C: JM (E2 : £4) ree ae fa sl e a Poe Mathematical an 3. Formulae are not case sensitive, This means that: =Al+BI+C1+D1or=al + bl + cl +d1 are just the same. ENTERING A FORMULA “There are two ways by which you can enter a formula in a worksheet. Using the Keyboard You can enter a formula in an active cell by typing into it and pressing the Enter key. Given below is worksheet that shows the marks obtained by students in their first term exams. In order to calculate the total marks obtained by all the students, encer the given formula using keyboard. Step 1 : Click on the cell where you want the coral 10 be shown, i.e, cell G3. Step 2 Type equal co sign (=) and than the formula B3+C3+D3+E3+F3. Step 3: Press Enter key. The total marks get displayed in cell G3, rato “a ee a sarsere PRP a0 O9S8.ea - «en —aemeasue Using the Mouse Select the cell where you want formula to he entered. Enter the formula in the formula bar; you will also notice, enter button (7) and remove button (X) getting highlighted. In the given worksheet, you want to suberact che marks of English subject from the total. To do 0, follow these steps: Step 1: Click on the cell where you want the result, i., H3. Step 2 Type the ‘equal to’ sign (=) in the cell. Step 3 Click on the cell G3 and type the minus sign (-). Step 4 : Now click on the cell F3. Step 5: Press the (7) button on the formula bar. Step 6: The result will be displayed in cell H3. 5 we Ee [2 ern qs ea E a — ss eee Sse es RO 23 ee Oo ee ee FORMULAE IN EXCEL Using Text Formulae A sequence of characters on which the mathematical operations of subsraction, multiplication and division cannot be performed is called a text value. Text values permit only addition or linking. ‘The linking of text values is called concatenation. To create a text formula, the text is typed within double quotes. To link ie with other text, the symbol ‘&’ (ampersand is used.) Example: In cell A11 you want to display the total marks obtained. To create this text formula follow the given steps: Step 1: Click on Cell A11. Step 2 Type ="Avyan’8“obtained ""8¢G38" marks”. Step 3: Press Enter or click on (7) bucton on formula bar, Step 4 "The resule will be displayed in cell A1L. ilowrure) ne: @ 000 00 FOr PACE GIVEN.(Note : Space has been left before closing the double quote or after opening the double quote to give space. Not giving space will make the ousput appear as: Avyanobtained400marks). 3 Beira ang) a ee Using Ranges in a Formula You can assign multiple cells to a formula by creating a reference or a range. Creating ranges saves a lot of time. If you want to calculate the sum of columns or rows, for example, from cell B2 to B10, itis always better to define a range. Step 1 :"Type the data as given in the worksheet below. Step 2 Type the formula to add the total marks in cell G3 using range ‘ie’ -SUM(B3:F3). in this chapter. Step 3 + Press Enter key or (¥) in formula bar. The result will be displayed in cell G3. Note: This is called function, You will study about them la Foe Te ony et Eas Using Compound Formulae Compound formulae are used when you need more than one operator. For example, to calculate simple interest, use the formula P*R*T/100. Here, we are using 3 operators (*,"and/) to calculate simple interest. Make a worksheet as shown below. Now, to calculate simple interest follow these steps: Step 1 : Click on cell C4 and type =. a a Step 2 : Click on cell C1. The cell address C1 appears in cell C4, |S wos" — Step 3 Type the sign * and click on cell C2. asta ard Step 4 "Type the sign * and click on cell C3. Step 5 : Now type the sign / and 100 in cell C4, = Step 6: Press Enter key. The result calculated and displayed in |! "Sur 3 ach et ee a PinPae 008.0 - se Couroren7 5HHIERARCHY OF OPERATORS When a formula contains more than one operator, Excel follows a specific order for evaluating the mathermatical expression. Operator Priority 0 (Bracket) 4 (Exponentiation) * and / (Multiplication and division) + and - (Addition and subtraction) In the following example. first the expression inside the brackets will be evaluated (1), followed by exponentiation (II). Multiplication (III) and finally addition (IV). = (AS+B5)*CS°DS+E5 COPYING A FORMULA (AUTOFILL) So, now you know how to create formulae in MS-Excel, In MS-Excel, instead of encering formula manually for adding cotal marks for each student, you can use Auto Fill feature co fil the cells with data. To do so, follow these steps: Step 1s Select the cell that contains the formula by clicking on it. Step 2 + Move the pointer to position it over the fill handle situated to the bottom right corner of the cell. Step 3: When pointer changes to the shape of 's’ sign, drag the fill handle to enclose the cells where the formula is o be copied. ‘The formula will get copied to all the enclosed cells, and che total will appear in all the cells (G3 to G10). ee 7 4 ERRORS IN A FORMULA An error in a formula can resule in error values as well as cause unintended results. The table below displays some error values to help you find and investigate errors. Ifa formula cannot properly evaluate the result, MS-Excel will display an error value. Each error value has a different cause. Bian ne: @ 0 O0Q 00% 0WHE [Occurs when a column is not wide enough, or a negative date or time is used. #alue! _| Occurs when the wrong type of operandis used. #DIVIo! | Occurs when a number is divided by zero (0). #namer —_ | Occurs when MS-Excel doesn’t recognise text in a formula. NIA ‘Occurs when a value is not available to a function or formula. AREF! ‘Occurs when a cell reference is not valid. #numt | Occurs with invalid numeric values in a formula or function. #NULL! [Occurs when you specify multiple cell references without providing operators or separators between them. Activity ) ake a worksheet as shown. Now calculate the profit of each article in cell D2 by writing the formula = C2-B2. Also, make changes in the S.P. of each article. You will observe a change in the profit column of your worksheet. Take new S.P. as Pizza~ 55, Burger- 70, Noodles- 48, Pastry- 28. CELL REFERENCES Call references refers to a cell or a range of cells on a worksheet and can be used in a formula so that excel can find the values or data that you want the formula to calculate. There are three types of cell references in MS-Excel. (2). Relative references (b) Absolute references (©) Mixed references Every cell has a name known as its address which is made up ofa column part and a row part. It is called sclative when both parts are not fixed. Ieis called absoluie when both parts are fixed. Ieis called mixed when only one of them is fixed. Relative References ‘This is the most widely used type of cell reference in formulae. In relative references, the formulae in the copied cell changes according to the change in the position of the cell pointer. If you copy the formula across rows or down columns, the formula or cell reference changes automaticaly. For example, ifthe formula in cell D2 is -B2*C2, when the formula is copied vertically down, notice that the cell address in the formula had automatically changed, Gann O19 00 09%.0 2@nm|| 2 | Food tems Price Quantity Total 2 Biscuit 7 a] =arce Formula Changing } [3 Ichoclate so a)=8 <<“ putomatically 4 burger af =Becr / 5 candy 15 [-=nscs Absolute Reference ‘An absolute reference is specified using the two dollar signs ($), one for the column letter and other for row number. The example of absolute reference is (=$A$1). Using $ means fixed to a specific location. It is used when you do not want to change the address of the cell on copying the formula to another cell. If you copy the formula across rows or down columns, the absolute reference will remain unchanged. In the given example, 25 marks will be added in the total marks of the students for internal assessment, where cell address for 25 marks will be the same and only the total marks cell address will be changed. Step 1 : Type 25 in cell 11. Step 2: Now, type the formula =G3+SIS1 in cell 13. Cell [3 displayed the resule 425. ‘The firse cell address i.e. G3 has no dollar sign, so it is a relative reference and the second cell address ic. [1 is absolute reference as it has ($) sign. Therefore, when the cell is copied, the first one will change the reference in the new location but second will remain the same, i.e., $181. Step 3 :Take the cursor to fill handle and drag it to copy the formula to rest of the cals peo eta ise ve, sent no ny Se a mn rg Se : 3s sa Mixed Reference Mixed references is a combination of relative and absolute references. So, either the column or the row number has to be fixed. =$A2+BS2 is an example of mixed reference. In the given example, marks will be deducted from toral marks of the students for low attendance. Step 1: Click on Cell J1 and type the value 5. Step 2: Now, type the formula =$13-J$1 in J3. (Here, column 1 is fixed and row 1 is fixed). It will display the result Bowe ne: @ 00g 90 POMStep 3 : Take the cursor to the fill handle and drag it ro copy the formula to rest of the cells. emi) A circular reference occurs when a formula refers to its own value. For example, if you enter the formula =A1+A2+A3 in cell AB, every time it calculates the formula in cell AB, it must be calculated again because AB has changed. The calculation would go on forever. You will see a warning in such a case. Click OK and correct the formula. HOT TIP You can use the F4 key repeatedly to have Excel cycle through all the four reference types. For example, if you enter =J3 to start a formula, pressing F4 converts the cell reference to =4J43. Pressing it again displays =4/3 and then again displays =J#3. Pressing it one more time returns you to the original =J3. CELL REFERENCE TO ANOTHER WORKSHEET Microsoft Excel provides the facility to use the cell reference of one worksheet in another worksheet. To refer a cell from another worksheet, use worksheet number followed by exclamatory sign () and cell address, For example : Sheet2! B6. Let us learn about it with the help of an example. Here, we are using the cell address D6 of Sheet! in Sheer2. a aoa ere cs [cy toa) = |\—3 43 = ee =|} rot") PIP 08 n0%e0.0. ~"™Select an empty cell in Sheet2 and type =Sheet!D6, Press Enter key and the data appears in the desired cell. You can use the data for further calculations as shown, crema a pensar tess 2 Vegetable 350 | 4 olechee 4000 3 Vegetable 350, 4 ollachee 4000 ace — ses ae a | [Bilsreas EEmeeuios Tisnocks 15 Tice Ee RS oA M4» Wl Sheets | sheot> “chest (4 Ww SheweE | Sheet? aco FUNCTIONS Functions are pre-defined formulze in Excel to perform simple and complex calculations using specific values. Functions eliminate the chance to write incorrect formulae. They accept the arguments and return valucs. &reeesease ‘Structure of a Function It begins with an ‘equal to' sign (=), followed by the function name, an opening parenthesis, the arguments for the functions separated by commas and a closing purcnthai =e 1, Function name : Fora list of available functions, click a cell and press SHIFT + F3. uM, } 2 Parenthess + They are the round brackes, in berween which E53 rosin ) Equal to sign Arguments: argument is written. 3, Arguments : Argument is the value that a function uses to perform operations or calculations. Common arguments that are used within functions include numbers, text, cell references, logical values such as TRUE or FALSE, error values such as # N/A and names. 4, Argument tool tip :A tool tip with the syntax and argument appears as you type the functions. For example, click on a cell and type =(AVERAGE the tool tip appears). Rules to Enter a Function + All Excel functions muse begin with an ‘equal to’ sign (=) + Function name must be a valid Excel name. example, SUM, AVERAGE. + Function name must be followed by opening and closing parenthesis. + Parenthesis contain arguments within. For example, -SUM(AL:A5). HBloovrten) sis a ®Oo 00 FOrBuilt-in functions: “There are a number of built-in functions in MS-Excel. You will learn about some of these functions here: SUM : Iradds all the numbers in a given range of cells. Syntax : =SUM(range or numbers) Example : =SUM(A1AS) gives the output 129 AVERAGE : It calculates the average of the numbers in a given range of cells. Syntax: =Average(range or numbers) Example : =Average( A1:A5) gives the output 25.8. COUNT: It counts the number of cells in a given range of cells that contain numerical value. Syneax : «Count(range or numbers) Example : «Count( A1:AS ) gives the output 4. MAX : Ie returns the largest value in a given range of cells. Syneax : =Max(range or numbers) Example : =Max( A1:A5) gives the output 50. (MIN : Te returns the smallest value in a given range of cells, Syntax : =Min(range or numbers) a] ‘Example : =Min( ALAS ) gives che ourput 10 «| 30 IF Function This is a conditional function. Any condition always results in either TRUE or FALSE. The IF functions returns the first value if the condition specified evaluates to'TRUE and the second value if it evaluates to FALSE. Syntax : =IF (Condition, value_if_True, value_if_ False) IF (A1>50, 150, 100 ) ‘This means thac if the value in cell AI is grearer than 50, return value 150, otherwise return value 100. Example : =IF( A2=100, A2*10,“LOW” ) ‘This means that if the condition is true, calculate A2*10, otherwise, the result will bea text" LOW”. PGP 00 29%. @ se. Gono Bl ExamplActivity » Prepare a worksheet as shown. (2) Caleulate the last year quantity in column € and current year quantity in column F, use ‘the formula (axb) for last year and (axc) for current year. & (b) Also calculate the Total Sum of the quantities of last year and current year. ‘Autosum Feature ‘The AuroSum feature automatically adds numbers in the selected cells. You can also use it to find the average, maximum, ete. for a range of cells. The AuvoSum button is present at two places on the ribbon: + In the Editing group on the HOME tab. = , ne fF eeecease 5 CALCULATING WITH AUTOSUM Step 1: Type in the data shown in the figure below in the Excel Worksheet. Hileowons) 20: © 0200 00901Step 2: Select cell F3 and click on the AutoSum option in the Editing group on the Home tab. Clicking on the AutoSum option automatically creates a SUM formula along with cell references in the selected cell. & ‘ep 3: Press Enter. The total sales figures of the Vikrant Quarterly Sales Report is displayed as shown in cell F3. aces Step 4: Similarly, you can calculate the total for ocher regions by using the fill handle as shown. a = lm ee fied eat ee ne er nes 1219 00 09%.0 « «0.‘A formula is an equation that performs calculations on data values stored in a cell. 2. There are two ways to enter a formula in a worksheet: using keyboard and using mouse. 3. Asequence of characters on which the mathematical operations of subtraction, multiplication and division cannot be performedis called a text value. 4, Acellreference refers toa cell or a range of cells on a worksheet and can be used in a formula. 5. Cellreferencing is of three types: Relative reference, Absolute reference and Mixed reference. 6. Functions are pre-defined formulae in Excel to perform simple and complex calculations using specific values. Exercise A. Tick (“) and write the correct answer. 1, All the formulae begin with Sign. (2) (+) addition © (b) ©) equal to Oo (©) (*) multiplication Oo (@) © minus Oo 2 is an example of mixed referencing, (a) =$AS3+SAS5 ©) (b) =BA"C4 a) (c) =8D3+ES3. oO (d) None of these Oo 3+ ta error occurs when the wrong type of operand is used. (a) # Value! Oo (b) #NIA oO (© #Null! Oo (@) #REF! oO 4a. function returns the smallest value in the given range of cells. (a) MAX, oO (b) AVERAGE (©) COUNT © (d) MIN 5. bar is used to enter a formula (@) Calculation (©) Formula B. Fill in the blanks. (b) Functions (d) All of these 00 OO Oo Oo Structure Compound case Average concatenation Formula are not . sensitive, The linking of texe values is called formulae are used when you need more than one operator. of a function begins with an ‘equal co sign 1 2, 3: i 4, The. 5. _. function calculates the average of the numbers in a given range of cells, no: © 000m 90F%OL%CC. Match the following: L. 2. 3. 4 5. #NIA The column is not wide enough. # VALUE Value is not available to a function or formula. #DIVIO! MS Excel doesnt recognise text in a formula, #NAME? Number is divided by 0. ed ‘A.wrong type of operand is used. D. Very Short answer type questions. Ts E, Long answer type questions. What is 2 formula? Name two ways by which you can enter a formula in a worksheet. ‘What is text value? ‘Write the shortest way to calculate =B1+B2+B3+B4+B5+B6+B7. Name any wo built-in functions. Write the rules to create a formula, Explain compound formulae with an example. Name any two error results encountered in MS-Excel and state their possible reasons. What cell referencing? Explain its types. ‘What are functions in MS-Excel? Write che rules to enter functions. PGP 00 29%. @ se. Gonos{Application based question t Kiran is an accountant with G.P. Led. She wants to maintain the salary details of the employees of { the company in her computer system. Suggest her a software that she should use for this purpose. {Also suggest her the way to perform calculations using pre-defined formula of that software. ¢ ey 1. Find out the distance of all the planets from the Sun as well as their diameters. Create a worksheet and enter the data for all the planets similar to the sample data shown here: Use Excel functions to calculate and display the following: a ® € (2) Maximum distance from the Sun Bite stun anim (b) Minimum distance from the Sun ioe] Seaman sow (6) Average diameter of planets 2. Look the following worksheet. Sea z z 3 E 1 Car Bazar 2 S.No. Product PriePerUnit | UnSold | Product Wize Sales lat ize Terao 950,000.00 3 4] 2 Marat Baleno | $650,000.00 22] [3 “ata Sumo 456,000.00 al | 4 Mahindraalero €5.35,000.0 2 as Marat Swift $850,000.00 al 8 “ota Sales 2 ‘Average Number of Units 01d 10 ‘Maximum which product sold a Minimum which product sold This is the sale made by Car Bazar in the month of September. Enter the data in excel sheet and do the following. (a) Calculate product wise same (Price Per Unit x Units sold (b)_ Calculate total sale made in September. (c)_ Find average number of unit sold, (d) Find which product sold maximum. (6). Find which product sold minimum. Hoam ai wo @Gn 00% 0Mae Advanced Featuresin y MS Excel 2010 Chapter Duties © Sorting of Data © Form in Excel © Filtering of Data © Analyzing data with PivotTable Conditional Formatting Once you have entered data in a worksheet, you can change the order in which it is presented in the cells. This is called Sorcing of data. You ean also Filter daca in cells which selectively blocks out data you don't wane to see. Sorting and Filtering are very useful while working with large data lists You will now learn about some of these advanced features of MS-Exeel SORTING OF DATA Sorting means to arrange the given data according to a particular field, either in ascending order or in descending order. This data can be textual, numeric or alphanumeric. Once the data is organised in an ordered format, it becomes very easy to work with the data. Sorting is done in two ways: 1, Ascending Order : Arranging the data in an increasing order. For example : letters from A.to Z,, numbers from the least to greatest, etc: 2. Descending Order : Arranging the data in a decreasing order. For example : letters from Z.to ‘A, numbers from the greatest to least etc. One Column Sorting: Step 1 : Open the required worksheet and select the cell, for example (A1:A8). Step 2 : Click on Data tab on the Ribbon. ra Step 3: Click on |) from Sort & [ERS Filter group to sort data in: ascending order. Step 4: Click on {J from Sort & Filter group to sort data in descending order. ORMultiple Column Sorting: Step 1 : Select the cells whose data you want to sort. Step 2 : Click on Data tab, Step 3 : Click on Sort in Sore & Filter group. Step 4 :A Sort dialog box will appear. Siep 5: Select a Column on which you want to apply sorting. In this example computer is selected. Step 6 : From Sort on drop-down list select Values. Step 7 : From the Order drop-down list select Smallest to Largest. Step 8 : By default, My data has headers check box is selected. Excel usually assumes that you have a header row, ie., the first row of titles of your data. If you do not have a header row, you can uncheck this option. Step 9 : Ifyou want to add more levels for sorting. Click on Add Level. Choose the column and apply the criteria, Step 10 : Click on OK. The data will get sorted. FILTERING OF DATA ‘The filter feature selectively blocks out data you don't want to see. Filtering isa quick and easy way to find and work with parts of data in a range, A filtered range displays only the rows/columns that ‘meet the conditions or criteria that have been specified by the user. Ms-Excel provides three options to filter your data: 1, Ausoflter option allows you to filter data by prescribing simple criteria, 2, Custom filter option allows you to filter data on some specific conditions. 3. Advanced filter option needs you to prescribe complex conditions for the filtering of data. AutoFilter AutoFilter includes filtering for simple criteria by selection. To use AutoFilter, follow the steps given below: Siep 1: Select the range of cells, where you wane to apply filter: Step 2: Click on Data tab, nee @ 0000 90 %OL%Step 3 : Click on Filter option in the Sort & Filter group. Step 4A drop down menu gets attached to the columns of the selected data. Step 5 Click on arrow [=] next to english field name i.e. Al. Step 6 + A list opens with all the values selected, by default. Choose the value you want, for example 75 and click on OK. The data get filtered and only those rows that satisfy the condition ate visible, Note (To see all the rows again, click filer from the sore and filter group. Excel indicates the serial number of the filtered items wich blue. ‘Custom Filter To apply Custom Filter, follow these steps: Step 1 : Select the data on which you want to apply Custom Filter. Step 2 : Click on Data tab. Step 3: Click on Filter if] in Sore & Filter group. drop menu gets attached to the columns head of the selected data. Click the arrow [=] in the column heading. For example, Total. Step 5: Select Number Filters from the submenu. ‘Step 6 Click on Custom Filter from the further section list. Step 7 : The Custom AutoFilter dialog box will appear. P19 08 09%. 0 « se. =Step 8 + Choose the appropriate options in the dialog box as per your criteria. For example equal to, not equal to, is greater than etc. Step 9: If you want to add another criteria, click on And (if you want both the conditions to be true) else click on OR (if you want any one of the conditions to be true). Step 10 : Specify the second condition in the same way. Step 11 : Click on OK button to view the rows according to the specified condition. Advanced Filter Advanced Filter option is used to filter the data in multiple fields using specified criteria or to copy the filtered records to a different location, or to find unique records. To apply Advanced Filter, follow these steps: Step 1: Insert at least four blank rows by clicking on Home tab and selecting Insert —> Insert Sheet Rows option, in Cells group, above the range, which is to be used as a criteria range. Siep 2: The criteria range must have column labels. There should be one blank row between the criteria value and the range. Step 3: Select the range A5:D5. Press Curl+C to copy the range. Step 4: Select the cell AI and press Ctrl+V to paste. Type the criteria which you want ¢o match in the row, below the column labels. For example, if you want to find out which person(s) has 10000 salary, then type =10000 under the field name Salary ie. cell D2. Step 5: Click on any cell in the data range. Click on Data tab. Click on Advanced under Sort & Filter group. Step 6 : Am Advanced Filter dialog box will appear. Step 7 : Select Copy to another location option button in Action section of Advanced Filter dialog box. Step 8 : The List Range displays the range $A$5:$D$13. Step 9: To define Criteria Range, click on the Criteria butto will reduce to a single column with blinking cursor. » the Advanced Filter dialog box Step 10 : Now with the help of a mouse select the Criteria on which you want to filter the result. Here select D1:D2. BBloovruten) sis a ®Oo 006 Por @eStep 11: Again click on the 8) , Advanced Filter box will expand. Siep 12: In Copy to check on &¥] button, the Advanced Filter box will reduce to single column. Step 13 + Now select the column where you want to display the filter data. Here F6:17. Step 14 : Click on OK. The data will get filtered according to the specified condition and will be copied in the cell which you have defined in Copy to in Advanced Filter dialog box. Removing the filter ‘To remove an applied filter, cick on Filer | in the Sort & Filter group. CONDITIONAL FORMATTING Conditional Formatting is a feature in MS-Excel that sets a cell’ format according to the conditions that you specify. Using this feature, you can get MS-Excel to display numbers in cells depending on whether they are greater than, equal to, of less than a certain number. To apply Conditional Formatting, follow the given steps: ‘Step 1 : Create the worksheet and select the cells within the range. Here, it is C1:C9. Step 2: Click on Home tab on the Ribbon and then click Conditional Formacting from Styles group. ‘Step 3 Select the required option from the drop-dowa list to specify the condition. For example, Highlight Cell Rules (9) Greater Than. Step 4 : Greater Than dialog box will appear, Step 5 ‘Type the value to frame the condition and choose the formacting style you want. Step 6: Click on OK button, You will see the formatting applied to the cells. that suisfy the condition,oom If you wish to apply a different formatting other than the ones listed in the dialog box, you can choose the Custom Format Option from the drop Activity ( > Make a worksheet as shown (2) Arrange the vegetablesin ascending order. (b) Apply conditional formatting : All the vegetables prices that are Jess than 55 will have cell with red border. sessusae seretcoe FORM IN EXCEL A Form is a dialog box that provides an easy way to enter or display a complete row of information or record. It has text boxes to enter data in Field and Command buttons to manipulate the data Before adding a record in the Form, the worksheet must have Field names at the top of each column, Excel uses these Field names to enter record in a Form, Features of Form: 1, Iedisplays one record at a time. It can also be used co add new record or changes in existing records, 2. Any record can be deleted using Form. 3. Ichelps to search for the record, which matches with the specified criteria, In MS-Excel, Forms are hidden. To find Form, follow these steps: Step 1: Click on File Tab. Click on Options at the bottom. Step 2: An Excel Options dialog box will appear. Step 3: Click on Quick Access Toolbar on the left hand side of the window. ——— nes © @:800 9OPO1%Svep 4 : Click on the drop-down list of Choose commands from. Seep 5 : Click on Commands Not in the Ribbon. Step 6 :A lise will appear, from which select Form. Seep 7 : Click on Add and click on OK. ‘The Form button will be added on the Quick Access Toolbar. ‘Adding New Records in a Form To enter New Records, follow these steps: Step 1 : Click on cell A3. ‘Step 2: Click on Form button on the Quick Access Toolbar. Step 3: The Sheet] dialog box will appear. It contains the record of the first student in your database. Step 4 To add a new record, click on New button. Step 5 : Type the information for the new record. Step 6 : Click on Close button. The new record will be visible in the database. (compuTen7 P19 08 09%. 0 « se.cd Each field name should be placed in a separate cell Field names should be unique. Searching a Record Searching record is used to search the records with specified values. To search a record, follow these steps: Step 1 : Click on Form button on Quick Access Toolbar. Step 2: A Sheet! dialog box will appear Step 3 : Click on Criteria button. Step 4: Type the data that you want to search in che appropriate ficld and press the enter button, Ifthe record exists and matches with the given value for that field, it will be displayed otherwise the first record will be displayed. (You can move to the previous or the next record by clicking on Find Prev or Find Next button). Deleting a Record Form provides the option to delete a particular record. To delete a record, follow these steps: Step 1: Click on Form button. Step 2: Move to the desired record by clicking on Find Next or Find Prev button. Step 3 : Click on Delete button. Step 4 Excel displays the messages box for confirmation before deleting. Click on OK and the record will be deleted. ANALYZING DATA WITH PIVOTABLE PivotTable is 2 powerful tool for consolidating, summarising and presenting data. Follow these steps to create PivorTable: Step 1: Enter the given data in a new worksheet and select the entire data range. Step 2 : Choose the Insert tab —> PivorTable option in the Tables group. Step 3 : From the drop-down menu choose PivorTable. The Create PivorTable dialog box appears. Step 4: In the Table/Range textbox, the range is displayed that you have selected for the Pivot Table. Step 5: The New Worksheet radio button is selected by default. Step 6 : Click OK. The Create PivotTable dialog box closes. Be nee @ @LO0 COPDStep 7 : The PivorTable layout is displayed on the new worksheet. The PivorTable Field List task pane appears on the right side of the screen. Step 8 : Click and drag the Name field from the choose fields to add co report pane and drop it into the Row Labels quadrant as shown in the figure. Step 9: Drag the Designation field into the Column Labels quadrant. Step 10+ Drag the Salary field into the Values quadrant. Step 11 = Your worksheet should look similar to figure shown. Step 12+ You can re-arrange the data in any way you like, You can also change the place of buttons here. If you do not like their placement, click the Undo button, Pivot Table Layout P19 08 09%. 0 « se.Activity 2 Open MS-Excel (2) Insert the Form button on the Quick Access Toolbar. (b) Make a worksheet as shown. (©) Now add records for two more students using Form. (A) Delete the record of Ruchika using Form, You can change the order in which the data is presented in the cells. Thisis called sorting of data. 2. Sorting is done in two ways: Ascending order or Descending order. 3. The Filter feature selectively blocks out the data which you do not want to see in a worksheet. '4, MS-Excel provides three options to filter your data: Auto-Filter, Custom filter, Advanced filter. 5. Conditional formatting is a feature in MS-Excel that sets a cells format according to the conditions that you specify. 6. A formis a dialog box that provides an easy way to enter or display a complete row of information orrecord. Exercise’ A. Tick (7) and write the correct answer. 1, The feature blocks out data you don't want to see. {a) sorting oO (b) filter oO (c) charts oO (d) insert oO 2. The feature in MS Excel allows the user to arrange the data in a specified order. (@) advanced filer OC — W)sorting Oo (6) Forms OC @view © 3. MS Excel provides you with options to filter your data. @) three O &) four Oo (6) owo O — @none of these Oo AL occsssnsusee provides an easy way to enter or display data. () View Ob) Custom Filter Oo (©) Form OQ — @Home Oo 5. connnnne is @ feature that sets the cell's format according to the conditions that you speci (a) AutoFileer (@} (b) Filtering oo (c) Conditional formatting () (d) Reapply Bilcowrsren) ©: @ @ S90 00%01%B. Write ‘T’ for True and ‘F* for False statement. 1. Ascending order means arranging the data from highest value to lowest value, To sort data, click on Filter in Sort & Filter group. ‘The Custom Filter option allows you to filter data on specific conditions. ‘To apply conditional formatting, click on Insert tab on the ribbon, You cannot delete a record using Form. C. Fill in the blanks with suitable words given in the box. data quick access Sorting sort filter advanced ‘means to arrange the data, either in ascending or descending order. 2. The. 00000 in the Sort and filter option is used to filter data in multiple fields using specified criteria, 3. To display Sort dialog box, click on tab and .. Filter group. 4, To remove an applied filter, click on 5. Toadd new record, click on form button on D. Very Short answer type questions. 1. Whats sorting? n the Sort and Filter group. ‘Toolbar. 2. Define filtering data. 3. What is a Form? 4, How can you remove a filter from a worksheet? E, Long answer type questions. 1. How many ways of sorting are possible? 2. Differentiate between sorting and filter 3. Whacis conditional formatting? Write steps to apply it. 4, How is Advanced Filter option useful? Write steps to use Advanced Filter. P19 08 09%. 0 « se.5. Write steps to add a new record using Form. aneureain seeesean| Beeeee EE Grier Create a worksheet in MS-Excel. Apply formula to calculate the sum of marks in Total column. 2, Add records of three more students using form. 3. Calculate the percentage of Total and sort the data entries in the worksheet in ascending order of theit percentage of marks. 4. Apply AutoFilter on the data to see the results of only those students whose names starts with the letter A. ‘Hindi yeeaeesag BISSRLR nes © 0000 9 0F%O1%ww Charts in * y MS Excel 2010 Chanter Duties © Charts Creating Charts in Excel 2010 © Elements of Charts © Editing a Chart © Types of Charts, CHARTS Charts are pictorial representations of data. Charts make it easier for a person to understand the meaning of a large amount of data at a glance. They also help us to ‘analyse’ the relationship beoween different parts of the data, Charts provide more accurate overview of information, Charts are more attractive and appealing than a simple presentation. “There are many advantages of charts: 1, Charts can present data and information in an attractive manner. 2. Charts can present data and information in a compact manner. 3. Charts are easier to understand and compare. 4, Charts have a more lasting effect on the mind than a data statement. The Data when represented in the form of a chart helps the user to understand the Facts quickly. For example, in a given chart, one can understand very easily who has scored the highest marks in English, the lowest marks in Hindi and so on. Thus, charts serve as an effective tool for better understanding and analysis of data with the help of Excel. Worksheet daca can be easily represented in the form of a chart. wWlillil= FLL PAS OE 12529 00 00%.0 @ ce. ® 8 8 GumELEMENTS OF CHARTS Let us discuss these elements in derail: 1, Data series : It refers to the set of data values that are plotted in a chart. 2. Chart Tide : It is the heading of a chart. It helps the user to understand what the chart represents 3. Legend : Itidentifies each data series in a chart. Each data series is assigned a unique pattern or colour to differentiate on one of the sides of the chart. Plot area : It is the area containing the chart, axes and gridlines. Chart Acea : It is the entire area containing the chart and all its elements ~ Plot area, titles, legend, data table etc. 6. Axes : The horizontal and the vertical lines that surround the plot area are called the axes. ‘They are used as reference points for measuring the data values being plotted on the chart. They are divided into two parts as: (a) Category axis : It is the horizontal axis of a chart. It is also known as X-axis. (b) Value axis : It is the vertical axis used to plot the values. It is also known as Y-axis. Category Name : They are the labels which are displayed on the X and Y axis. 8. Gridlines : These are the horizontal or the vertical lines in the plot area. These lines make it easier to identify the value of each data point on the chart. Result VII-D (Gv | OPA) eines) Oe a) ((7) Category name; science, "iwlloome a i = (6a) Category Axis as ‘TYPES OF CHARTS Excel provides various types of charts. The following are some of the different types of charts in Excel that you can create to represent your data in different ways. Column Chart Acolumn charcis used to show changes in daca trend over a period of time or comparisons among different items of data. In this type of chart, values are represented on the vertical axis whercas categories are represented on the horizontal axis. Bowe nes @ 00g DO POMCPAP AH HSE Bar Chart (jqqum) A bar chare displays the comparisons among individual items as sets of horizontal bars. A bar chart is similar to a column chart except that in this type of chart, the values are represented on the horizontal axis whereas categories |=) are represented on the vertical axis, Pie Chart Apiecharcis used to plot only onedata series. Ieisa diagram tru in the shape of a circle, divided into triangular sections SS thar represents percentage of different quantities that add {S| up to 100 %. This type of chareis particularly useful when *= you wane to show the relationship of individual item to the sum of all items in the series. Sea Line Chart * A line chart uses connecting dots to show trends over a period of time, Each line in the chart shows the 7 changes in the value of one item. CIPP IL OE ww Area ‘pola . =| An area chart displays the trends of values over time or a = | categories. LPL POL AE Scatter Chart, atieh— ¥ ‘A scatter displays pairs of values in a scateer format mae PGP 08 2980 @ se. em |Other Charts ‘Apart from the above mentioned charts there are some more type of charts that you ean use in Excel. They are surface, Doughnut, Bubble and Radar charts. Substype Charts Al the charts types you have learned above have been divided into a number of substype chars. ie] ] ania a9) od) 8 iad) a ‘hs sid) a ove rae. iW fit i vo Activity p> The following worksheet shows the sales made by an online bookstore in three years. jz 8 os 1 ‘ONLINE BOOK STORE SALES ANALYSIS 2 200K SOLD 3 BOOK CATEGORY _Year 2014 Year 2015 Year2016 4 Historical Books 2000 40003000, 5 Fictional Books 3500 20002900 6 Biographies & Autobiographies 4000 6000-8000 7 [architecture 70 9501050 | 8 Art, Photography & Design 1500 20001900 9. Cooking & Food 2500 30002700 (a) Plot a bar chart, line chart and doughnut chart showing the variation in sales made by the Online Book store in three years. (b) Plot a column chart showing the variation in sales in the various book categories in the year 2014 and 2016. (©) Plot pie chart showing the distribution of sales across various book categories in the year 2015. CREATING CHARTS IN EXCEL 2010 Charts can be created in the existing worksheet or as an object in a separate sheet in the current workbook, using information present in rows and columns of a worksheet. There are two methods to create a chart. — nos © 0800 90PO1%Method 1 Excel is capable of choosing an appropriate chart for you on its own, To use this method, you can select the desired cells and press the Alt + Fl or F11 key. You will see that a new chart tab has appeared along with sheet tabs at the bottom of Excel window. oeeeEeesaE Chart Tab | ° wan ese” at” tare Method 2 Follow the given steps to create a chart of your choice, Step 1 : Select the cells from the table. Step 2 : Click on the Insert tab from the Ribbon. Step 3 : Now choose the desired chart from the charts group and click on the button sy , a sub menu appeas click on the desired chart subtype. Step 4 "The chare will gee inserted on your current Excel worksheet. ® ae = =e BB ees: secant SEBSeusas as] EDITING A CHART You will see that once the chart has been created. A new group appears on the ribbon as Chat cools. Under this group you will sce three tabs: 1. Design Tab 2. Layout Tab 3. Format Tab Using these tabs you can easily format your chart in many ways such as changing chart layout, changing chart styles, inserting pictures, labels, background, changing chart styles, word art, chart size ete. P19 08 09%. 0 « se. —Changing the chart type or sub-type You can change the type or sub-type of the inserted chart. Click on the chart and follow these steps to change its type or sub-type. Step 1 : Click on the Design tab. Step 2: Click on the Change Chart Type [ill option inthe Type group. The Change Chare'Type dialog box appears. Step 3 : Click and choose a new chart type or sub type. ‘Step 4 : Click on the OK button. The chart type gets changed. (cel an 9st] 28a al al ata baddaas Ace veiel Ele)en) alae) eIee) elelele! a a Cate Save As Template You can save the chart as a template also for future reference. To save a chart as a template follow these steps: Step 1 : Click on a Chart. Design tab will appear under Chart Tool. ‘Step 2 : Click on the Save As Template in type group. Step 3 : Save As Template dialog box will appear. Choose the desired chart name and location. Step 4 : Click on Save. nO: @ @ G00 009018Change the Chart Layout You can change the layout of the chart, which refers to the position of various elements such as chart title and legend on the chart. To change the layout, click on a chart and follow these steps: Step 1 : Click on the Design tab. Step 2: Click on the More [= button in the chart Layouts group. A list of different layout appears. Step 3 : Click and choose the layout that you want to use. The chart appears in a new layout. ‘Changing the Chart Style You can change the visual style of your chart. To change the chart style, follow the given steps: Step 1 : Click on a chart. The Design tab will appear. Click on it. Step 2: Click More > button in the Chart Styles group. Step 5 + You will see a gallery of different styles. Click the styles you like to Apply on your chart. ‘Changing Data and Text Excel chart data and text are linked co the data and text in a worksheet from which the charc is created. So any changes in the worksheet will automatically update the chart. aChart Follow these steps to change data and text in a chart: Step 1: Select the cell whose data you want to change. Step 2 Enter the new value and press the Enter key. You will also notice change in the chart automatically. P19 08 09%. 0 « se. oroDeleting Data and Text in a Chart ‘To delete data from an Excel chart, you have to delete from the related worksheet. Step 1 + Select the data that you want to delete. Step 2: Press Delete key on the keyboard, the data will get deleted. Adding a Chart Title Click on the chart and follow these steps to add a chart title. ‘Step 1: Click on the Layout tab. lg Bs tic on dic Chger Tell pion in the'igelyproup. A lis of opsions megenting the placement of chart title appears. Step 3: Click on the Centered Overlay Title or Above Chart option. A Chart Title text box appears. Step 4 "Type the text in the Chart Title text box. After typing the tile, click outside the chart. nO: @ @ G00 0.090%‘Adding Axis Title Click on the chart and follow these steps to add Axis Title: Step 1 : Click on the Layout tab. Step 2+ Click on the Axis Titles 3 option in the Labels group. Step 3 : Do any of the following: (a) To add a title to a primary horizontal (category) axis, click Primary Horizontal Axis Title, and then click the Title Below Axis option. (b) To add a title to a primary vertical (value) axis, click Primary Vertical Axis Title and then click on one of the following options to decide the placement of the tile. HOT TIP To format the Chart Title or Axes Titles, click on the Chart Title or Axes Title text box and use the options in the Font group on the Home tab. aaa Adding Data Labels Click on the chart and follow these steps to add Data Labels: Step 1: Click on the Layout tab. Step 2 Click on the Data Labels [il option in the Labels group. A list of options for different positions of Data Labels appears. Scop 3 : Click and choose the desired option 125679 00 n0%.0 a «0. eamReport Card F p oeeeeseass Adding Data Table Click on the chart and follow these steps to add Data Table: Step 1: Click on the Layout tab. Step 2 : Click on the Data Table Blorcion in the Labels group. A drop-down list appears. Step 3: Click on Show Data Table or Show Data Table with Legend Keys option. (3) ia) (i) i a ‘es Griines Plot ae crones| OE 308 None De net show Dets Table F : BREE EERES ‘Show Data Table Show DataTable below the chart butwinout Legend Key: HOTTIP You can add or remove Gridlines from a chart by using the Gi the Axes group on the Layout tab. Printing a Chart Let us follow these steps to print a chart: Step 1: Select the Chart that is to be printed. Step 2 Click on he File Tab burton, Step 3 : Click on the Print option. A Print dialog box will appear. Step 4: Enter your requirements. Step 5 Click on Prine button, Bam nos @ 0 B00 VOP%OM%a =< a = Some Vea atom ct eee Activity Create Bar chart in MS Excel with the data of your choice and take a printout of it. Now make the following changes in the chart. (a) Change chart type (b) Change chart layout (c) Save the chart as template Chart is a pictorial representation of data in MS-Excel 2. Charts provide more accurate overview of information. They are more attractive and appearing than a simple presentation. 3. The Data when represented in the form of a chart helps the user to understand the facts quickly. 4, The various elements of charts are: Date series, Chart title, Legend, Plot area, Chart area, Axes, Category name, 5. Excel provides you with various chart types: Column chart, Bar chart, Pie chart, Line chart, Area chart, Scatter chart et. 6. Charts can be created in the existing worksheet or as an object in a separate worksheet in the current workbook, using information present in rows and columns of a worksheet. 7. Thete are two ways to create a chart in Excel. 8, Youcan easily edit your charts in excel. 9. Youcanuse Design tab, Layout tab and Format tab to edit charts. P1929 08 09%.0 a «0. (compurer-7 [65]Exercise A. Tick (“) and write the correct answer. 1, Information represented in charts isin a... ‘manner. (@) scattered @ (b) unarranged = (©) compact oO (d) All of these oO / a _... refers to the set of data values that are plotted in a chart. (a) Legend i) (b) Chart Area oO (©) Plot Arca @ (d) Data series oO 8. x _~ chart displays pairs of values in a scatter format. (@) Area Oo (b) Line oO (©) Doughnut oO (d) Scatter oO 4. To create a chart click on the tab on the ribbon. a) Insere @ (b) Data oO (© View Oo (@ Formula Oo 5. The horizontal axis of the chart is called .... ot) @) value i (b) category oO (6) both (a) and (b) Oo (@) none of these = B, Write ‘I’ for True and for False statement. 1. Charts a pictorial representation of data in MS Excel. 2, Data tab has option for inserting chart. 3. You cannot modify a chart by changing its colour, pattern and background. 4 Charts can be created in the existing worksheet or as an object in separate sheet in the current workbook. OQ OOO 5. Acolumn chart displays the comparisons among individual items as set of horizontal bars. (_) C. Fill in the blanks with suitable words given in the box. design comparisons analyze Plot area linked 1. ‘The chart help you to . the relationship between different parts of the data. a is the area containing the chart, axes and gridlines. 3. Abar chart displays the... 4 To change the chart layout click on among individual items as sets of horizontal bars. tab, 5. Excel chart data and text are to the data and text in a worksheet. D. Very Short answer type questions. 1 What is chare? (Bélcowwuren) 0: © 000 009012. Define Plot Area? 3. Name the different elements of a chart, 4, What happens to a chart when you change data or text in a worksheet? 5. Name three tabs that contain chart tools. E. Long answer type questions. 1. Explain the ovo methods by which you create a chart in Excel. 2, Explain the following charts: (@) Line chart (b) Pie char (@ Column chart 3. Write steps ro change data and text in a chart. 4, How to modify a chare? 5. Define legend. @wre7 Bl P19 08 09%. 0 « se.3 Consider the following worksheet that has data for the number of packages booked by a tour and travel company in the first six months of the year 2015.

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