FUNDAMENTALS OF COMPUTER

UNIT - V
BBA II SEM
(SYLLABUS AS PER UTTAR PRADESH UNIFIED
UNIVERSITIES)

Prepared by: S.P. Mishra

Assistant Professor
Vidya Knowledge Park, Meerut
 MS-Excel (Latest Version)
Introduction of MS-Excel
MS-EXCEL is a part of Microsoft Office suite software. It is an electronic
spreadsheet with numerous rows and columns, used for organizing data,
graphically represent data(s), and performing different calculations. It
consists of 1048576 rows and 16383 columns, a row and column together
make a cell. Each cell has an address defined by column name and row
number example A1, D2, etc. this is also known as a cell reference.
Cell references: The address or name of a cell or a range of cells is known as
Cell reference. It helps the software to identify the cell from where the
data/value is to be used in the formula. We can reference the cell of other
worksheets and also of other programs.
1-Referencing the cell of other worksheets is known as External referencing.
2-Referencing the cell of other programs is known as Remote referencing.
 MS-Excel (Latest Version)
There are three types of cell references in Excel:
1-Relative reference.
2-Absolute reference.
3-Mixed reference.
 MS-Excel (Latest Version)
The Ribbon in MS-Excel is the topmost row of tabs that provide the user with
different facilities/functionalities. These tabs are:
 MS-Excel (Latest Version)
The Ribbon in MS-Excel is the topmost row of tabs that provide the user with different
facilities/functionalities. These tabs are:
1- Home Tab: It provides the basic facilities like changing the font, size of text, editing the cells in the
spreadsheet, auto sum, etc.
2- Insert Tab: It provides the facilities like inserting tables, pivot tables, images, clip art, charts, links,
etc.
3- Page layout: It provides all the facilities related to the spreadsheet-like margins, orientation,
height, width, background etc. The worksheet appearance will be the same in the hard copy as well.
4- Formulas: It is a package of different in-built formulas/functions which can be used by user just by
selecting the cell or range of cells for values.
5- Data: The Data Tab helps to perform different operations on a vast set of data like analysis through
what-if analysis tools and many other data analysis tools, removing duplicate data, transpose the row
and column, etc. It also helps to access data(s) from different sources as well, such as from Ms-
Access, from web, etc.
6- Review: This tab provides the facility of thesaurus, checking spellings, translating the text, and
helps to protect and share the worksheet and workbook.
7- View: It contains the commands to manage the view of the workbook, show/hide ruler, gridlines,
etc, freezing panes, and adding macros.
 MS-Excel (Latest Version)
Creating a new spreadsheet:
In Excel 3 sheets are already opened by default, now to add a new sheet :

1- In the lowermost pane in Excel, you can find a button.

2- Click on that button to add a new sheet.
 MS-Excel (Latest Version)
Creating a new spreadsheet:
We can also achieve the same by Right-clicking on the sheet number before
which you want to insert the sheet.
Click on Insert.
 MS-Excel (Latest Version)
Creating a new spreadsheet:
We can also achieve the same by Right-clicking on the sheet number before
which you want to insert the sheet.
*Click on Insert * Select Worksheet and Click Ok
 MS-Excel (Latest Version)
Opening previous spreadsheet:
On the lowermost pane in Excel, you can find the name of the current sheet you have
opened.
On the left side of this sheet, the name of previous sheets are also available like Sheet 2,
Sheet 3 will be available at the left of sheet4, click on the number/name of the sheet you
want to open and the sheet will open in the same workbook.
For example, we are on Sheet 4, and we want to open Sheet 2 then simply just click on
Sheet2 to open it.
 MS-Excel (Latest Version)
Managing the spreadsheets:
You can easily manage the spreadsheets in Excel simply by :
1-Simply navigating between the sheets.
2-Right-clicking on the sheet name or number on the pane.
3-Choose among the various options available like, move, copy, rename, add, delete etc.
4-You can move/copy your sheet to other workbooks as well just by selecting the
5-workbook in the To workbook and the sheet before you want to insert the sheet in Before sheet.
 MS-Excel (Latest Version)
To save the workbook:
Click on the Office Button or the File tab.
Click on Save As option.
Write the desired name of your file.
Click OK.

To share your workbook:

Click on the Review tab on the Ribbon.
Click on the share workbook (under Changes group).
If you want to protect your workbook and then make it available for another user then
click on Protect and Share Workbook option.
Now check the option “Allow changes by more than one user at the same time. This also
allows workbook merging” in the Share Workbook dialog box.
Many other options are also available in the Advanced like track, update changes.
Click OK.
 MS-Excel (Latest Version)
Ms-Excel shortcuts:

Ctrl+N: To open a new workbook.

Ctrl+O: To open a saved workbook.
Ctrl+S: To save a workbook.
Ctrl+C: To copy the selected cells.
Ctrl+V: To paste the copied cells.
Ctrl+X: To cut the selected cells.
Ctrl+W: To close the workbook.
Delete: To remove all the contents from the cell.
Ctrl+P: To print the workbook.
Ctrl+Z: To undo.
 MS-PowerPoint (Latest Version)
MS PowerPoint is a program that is included in the Microsoft Office suite. It is used to make
presentations for personal and professional purposes.
In this article, we shall discuss in detail the functions and features of a PowerPoint presentation,
followed by some sample questions based on this topic for the upcoming competitive exams.

Given below are a few important things that one must know about the development and
introduction of Microsoft PowerPoint:
The program was created in a software company named Forethought, Inc. by Robert Gaskins and
Dennis Austin.

It was released on April 20, 1987, and after 3 months of its creation, it was acquired by Microsoft.
The first version of this program, when introduced by Microsoft was MS PowerPoint 2.0 (1990).
It is a presentation-based program that uses graphics, videos, etc. to make a presentation more
interactive and interesting.

The file extension of a saved PowerPoint presentation is “.PPT”.

A PowerPoint presentation comprising slides and other features is also known as PPT.
 MS-PowerPoint (Latest Version)
Gradually, with each version, the program was more creative and
more interactive. Various other features were added in PowerPoint
which massively increased the requirement and use of this MS
Office program.

From the examination point of view, MS PowerPoint happens to be

a very important topic. Candidates who are preparing for the
various Government exams can visit the Computer Knowledge page
and get a list of topics included in the syllabus and prepare
themselves accordingly.
 MS-PowerPoint (Latest Version)
PowerPoint (PPT) is a powerful, easy-to-use presentation graphics
software program that allows you to create professional-looking electronic
slide shows.
The image given below shows the main page of MS PowerPoint, where a person
lands when the program is opened on a computer system:
 MS-PowerPoint (Latest Version)
How to open MS PowerPoint on a personal computer?
Follow the steps below to open MS PowerPoint on a personal
computer:

Click on the start button

Then choose “All Programs”
Next step is to select “MS Office”
Under MS Office, click on the “MS PowerPoint”
A blank presentation is open on the screen. According to the
requirement, a person can modify the template for a presentation
and start using the program.
 MS-PowerPoint (Latest Version)
Features of MS PowerPoint
There are multiple features that are available in MS PowerPoint which can customize and optimize a
presentation. The same have been discussed below.
1-Slide Layout
Multiple options and layouts are available based on which a presentation can be created. This option
is available under the “Home” section and one can select from the multiple layout options provided.
The image below shows the different slide layout options which are available for use:
 MS-PowerPoint (Latest Version)
2- Insert – Clipart, Video, Audio, etc.
Under the “Insert” category, multiple options are available where one can
choose what feature they want to insert in their presentation. This may include
images, audio, video, header, footer, symbols, shapes, etc.
The image below shows the features which can be inserted:
 MS-PowerPoint (Latest Version)
3- Slide Design
MS PowerPoint has various themes using which background color and designs or textures can be
added to a slide. This makes the presentation more colorful and attracts the attention of the people
looking at it.
This feature can be added using the “Design” category mentioned on the homepage of MS
PowerPoint. Although there are existing design templates available, in case someone wants to add
some new texture or color, the option to customize the design is also available. Apart from this, slide
designs can also be downloaded online.
 MS-PowerPoint (Latest Version)
4- Animations
During the slide show, the slides appear on the screen one after the other. In
case, one wants to add some animations to the way in which a slide presents
itself, they can refer to the “Animations” category.
The different animation styles available on PowerPoint are:
 MS-PowerPoint (Latest Version)
Uses of PowerPoint Presentation
PowerPoint presentations are useful for both personal and professional usage. Given
below are a few of the major fields where PPT is extremely useful:
Education – With e-learning and smart classes being chosen as a common mode of
education today, PowerPoint presentations can help in making education more
interactive and attract students towards the modified version of studying
Marketing – In the field of marketing, PowerPoint presentations can be extremely
important. Using graphs and charts, numbers can be shown more evidently and
clearly which may be ignored by the viewer if being read
Business – To invite investors or to show the increase or decrease in profits, MS
PowerPoint can be used
Creating Resumes – Digital resumes can be formed using MS PowerPoint. Different
patterns, photograph, etc. can be added to the resume
Depicting Growth – Since both graphics and text can be added in a presentation,
depicting the growth of a company, business, student’s marks, etc. is easier using PPT
 MS-PowerPoint (Latest Version)
Uses of PowerPoint Presentation
PowerPoint presentations are useful for both personal and professional usage. Given
below are a few of the major fields where PPT is extremely useful:
Education – With e-learning and smart classes being chosen as a common mode of
education today, PowerPoint presentations can help in making education more
interactive and attract students towards the modified version of studying
Marketing – In the field of marketing, PowerPoint presentations can be extremely
important. Using graphs and charts, numbers can be shown more evidently and
clearly which may be ignored by the viewer if being read
Business – To invite investors or to show the increase or decrease in profits, MS
PowerPoint can be used
Creating Resumes – Digital resumes can be formed using MS PowerPoint. Different
patterns, photograph, etc. can be added to the resume
Depicting Growth – Since both graphics and text can be added in a presentation,
depicting the growth of a company, business, student’s marks, etc. is easier using PPT