MS Excel:

Microsoft Excel is a spreadsheet program included in the Microsoft Office suite of

applications. Spreadsheets present tables of values arranged in rows and columns that can be
manipulated mathematically using both basic and complex arithmetic operations and
functions.
Definition: Microsoft Excel is a spreadsheet program included in the Microsoft Office suite
of applications. Spreadsheets present tables of values arranged in rows and columns that can
be manipulated mathematically using both basic and complex arithmetic operations and
functions.

1) Pivot Tables

PivotTables summaries large amounts of Excel data from a database that is formatted where
the first row contains headings and the other rows contain categories or values. The way the
data is summarized is flexible but usually the Pivot Table will contain values summed over
some or all of the categories.

2) Conditional Formatting

Conditional formatting, as its name suggests, changes the format of a cell dependent on the
content of the cell, or a range of cells, or another cell or cells in the workbook. Conditional
formatting helps users to quickly focus on important aspects of a spreadsheet or to highlight
errors and to identify important patterns in data.

3) Sorting and Filtering

Excel spreadsheets help us make sense of large amounts of data. To make it easier to find
what you need, you can reorder the data or pick out just the data you need, based on
parameters you set within Excel. Sorting and filtering your data will save you time and make
your spreadsheet more effective.

4) Basic Math

At the heart of any Excel spreadsheet are the numbers within the data. Using basic math
functions to manipulate those numbers is one of the features that makes Excel so powerful.
Simple calculations can be entered into the formula bar in Excel just as they would be written
on paper. As with all formulae in Excel, start a calculation with the = sign.

5) Mixed Type Charts

Mixed type or combo (combination) charts combine two styles of charts, such as Excel’s
column chart and line chart. This format can be helpful for displaying two different types of
information or a range of values that varies greatly.
Excel is used widely in any financially-related activity. The ability to create new spreadsheets
where users can define custom formulas to calculate anything from a simple quarterly
forecast to a full corporate annual report makes Excel highly appealing. Excel is also used
widely for common information organization and tracking like a list of sales leads, project
status reports, contact lists, and invoicing. Finally, Excel is a useful tool for scientific and
statistical analysis with large data sets. Excel's statistical formulas and graphing can help
researches perform variance analysis, chi-square testing, and chart complex data.

Excel Formulas You can create simple and complex formulas in Excel to calculate just about
anything. Inputs to a formula may be other cells, the results of other formulas, or just straight-
forward math (5*2+3). Excel includes a formula library for calculating things like Net
Present Value (NPV), standard deviation, interest payments over time, and other common
financial and mathematic formulae. Excel's formula bar includes a feature to help you search
for a formula you need, and also helps you select the appropriate cells in your workbook to
calculate the formula.

Financial functions

The excel financial functions have been made available to execute a variety of financial
calculations, including calculations of yield, investment valuations, interest rates, internal rate
of return, asset depreciation, and payments. These financial functions can be, however,
classified into different categories so as to enable you to stumble on the required function.

There are generally four interrelated quantities that include:

1. Present Value (PV) equivalent to the value of the load or savings today. This function is
used to estimate the loan size that could be paid off provided a periodic payment over a
provided total number of payments and a provided periodic interest rate.
2. Interest Rate per period (RATE) equivalent to the interest rate, generally monthly. This
function is used to calculate the periodic interest rate required to pay off a provided present
value with a provided periodic payment and a total number of payments.
3. Number of payment periods (NPER) equivalent to number of payment periods. This
function is used to evaluate the total number of payment periods required to pay off a given
present value with a provided payment and periodic interest rate.
4. Periodic payment (PMT) equivalent to the payment per period. This function is used for
calculating the fixed periodic payment with a given present value, periodic interest rate, and
the total number of payments.
If any three of the aforesaid quantities are provided, the fourth one can be calculated easily.
Excel Financial Functions List:
LOWER − Converts all characters in a supplied text string to lower case
UPPER − Converts all characters in a supplied text string to upper case
TRIM − Removes duplicate spaces, and spaces at the start and end of a text string
CONCATENATE − Joins together two or more text strings.
LEFT − Returns a specified number of characters from the start of a supplied text string.
MID − Returns a specified number of characters from the middle of a supplied text string
RIGHT − Returns a specified number of characters from the end of a supplied text string.
LEN − Returns the length of a supplied text string
FIND − Returns the position of a supplied character or text string from within a supplied text
string (case-sensitive).
2. Date & Time
DATE − Returns a date, from a user-supplied year, month and day.
TIME − Returns a time, from a user-supplied hour, minute and second.
DATEVALUE − Converts a text string showing a date, to an integer that represents the date
in Excel's date-time code.
TIMEVALUE − Converts a text string showing a time, to a decimal that represents the time
in Excel.
NOW − Returns the current date & time.
TODAY − Returns today's date.

3. Statistical

MAX − Returns the largest value from a list of supplied numbers.

MIN − Returns the smallest value from a list of supplied numbers.
AVERAGE − Returns the Average of a list of supplied numbers.
COUNT − Returns the number of numerical values in a supplied set of cells or values.
COUNTIF − Returns the number of cells (of a supplied range), that satisfies a given criteria.
SUM − Returns the sum of a supplied list of numbers

4. Logical

AND − Tests a number of user-defined conditions and returns TRUE if ALL of the
conditions evaluate to TRUE, or FALSE otherwise
OR − Tests a number of user-defined conditions and returns TRUE if ANY of the conditions
evaluate to TRUE, or FALSE otherwise

NOT − Returns a logical value that is the opposite of a user supplied logical value or
expression i.e. returns FALSE if the supplied argument is TRUE and returns TRUE if the
supplied argument is FAL

MS Power Point
PowerPoint is a presentation program developed by Microsoft. It is included in the standard
Office suite along with Microsoft Word and Excel. The software allows users to create
anything from basic slide shows to complex presentations.
PowerPoint is often used to create business presentations, but can also be used for
educational or informal purposes. The presentations are comprised of slides, which may
contain text, images, and other media, such as audio clips and movies. Sound effects and
animated transitions can also be included to add extra appeal to the presentation. However,
overusing sound effects and transitions will probably do more to annoy your audience than
draw their attention. (Yes, we have all heard the car screeching noise enough times for one
lifetime.)

Most PowerPoint presentations are created from a template, which includes a background
color or image, a standard font, and a choice of several slide layouts. Changes to the template
can be saved to a "master slide," which stores the main slide theme used in the presentation.
When changes are made to the master slide, such as choosing a new background image, the
changes are propagated to all the other slides. This keeps a uniform look among all the slides
in the presentation.

When presenting a PowerPoint presentation, the presenter may choose to have the slides
change at preset intervals or may decide to control the flow manually. This can be done using
the mouse, keyboard, or a remote control. The flow of the presentation can be further
customized by having slides load completely or one bullet at a time. For example, if the
presenter has several bullet points on a page, he might have individual points appear when he
clicks the mouse. This allows more interactivity with the audience and brings greater focus to
each point.

PowerPoint presentations can be created and viewed using Microsoft PowerPoint. They can
also be imported and exported with Apple Keynote, Apple's presentation program for the
Macintosh platform. Since most people prefer not to watch presentations on a laptop,
PowerPoint presentations are often displayed using a projector. Therefore, if you are
preparing a PowerPoint presentation for a room full of people, just make sure you have the
correct video adapter.

Power point is the most powerful instrument to present your ideas through a pictorial way.
The following are the important features of power point.
1. Readymade slides: -Since power point is having powerful wizards, we can prepare the
slides easily and quickly. The auto content wizard option provides wizards to make the slides
easily. The template provides a wide range of ready made designs to us.

2. Background Colours and effects: -We can have a wide variety of background colours for
slides in power point on addition to colours we can also get different textures and shades in
slides. We can also change the colour of existing wizards and templates.
3. Pictures: - Not only captions and different colours we can introduce good pictures either
from clip art or from scanning the pictures.

4. Sounds: -Different sounds can be created while presenting the various slides. The sounds
will have a pleasing effect on the viewers.

23

5. Animation: -Different animation techniques are also available in the slides. The letters and
pictures will fly from top to bottom and from left to right. We can have many animating
options, we can also get preview of various animation effects.
6. Charts and tables:-We can insert different charts and tables for expressing the data and
information to the users. The different charts and tables in the MS excel can be easily
imported into MS power point.

7. Time for slides: -We can prescribe the time automatically or manually for running and
exhibiting slides.
For example we can set the time for 5 or 6 second for each slide to exhibit on the computer.
8. Speaker Notes: - Speaker notes are the notes (other features) that can be included in the
button of the slide so, that new ideas can be discussed during presentation.

Other Features: -

MS power point includes many other features like macro’s changing the colors to the slides,
font etc. We can also change the order of slides using slide sorter view.
Advantages of power point: -
There are many advantages of computerized presentation.
1. The slides can be prepared for different types of audience i.e., literates, illiterates, children,
old people etc.
2. They can be run automatically. There is no manual interference for running power point
slide shows.

3. There is no problem of getting slides out of order.

4. We can take print outs of presentation and can be distributed to the audience.
5. The audience will easily be attracted by the colourful slides with sound and animation
techniques.
6. The built in designed templates allow the people to create power full slides very easily.
7. If we want to change a part of presentation, we need not change all the slides, we can
change all slides by changing the master slide.
Tool Bar and Icons
When you open a PowerPoint document, the ribbon appears as a row of labels, or what we
call tabs.
When you go to a tab, the ribbon for that tab opens and you can see the tools and functions
that were formerly in menus and toolbars in earlier versions of PowerPoint.
When you see a feature with an arrow , you can click it to get more information or options.
You might also notice launchers at the corner of some of the ribbon’s groups – like in the
Clipboard and Font groups. Click those to open the dialog box related to that function – the
launcher on the Font group, for example, opens the Font box, where you set effects such as
strikethrough, superscript, or character spacing.

24

What’s on the ribbon tabs?

The ribbon tabs group tools and features together based on their purpose. For example, to
make your slides look better, look for options on the Design tab. The tools that you use to
animate things on your slide would be on the Animations tab.
Here’s a look at what you’ll find in each of the PowerPoint ribbon tabs.

1. Home

The Home tab holds the Cut and Paste features, Font and Paragraph options, and what you
need to add and organize slides.
2. Insert

Click Insert to add something to a slide. This includes pictures, shapes, charts, links, text
boxes, video and more.
3. Design

On the Design tab, you can add a theme or color scheme, or format the slide background. 4.
Transitions

Set up how your slides change from one to the next on the Transitions tab. Find a gallery of
the
possible transitions in the Transition to This Slide group – click More at the side of the
gallery to see all of them.
5. Animations

25

Use the Animations tab to choreograph the movement of things on your slides. Note that you
can see many possible animations in the gallery in the Animation group, and see more of
them by clicking More.
6. Slide Show

On the Slide Show tab, set up the way that you want to show your presentation to others.
7. Review
The Review tab lets you add comments, run spell-check, or compare one presentation with
another (such as an earlier version).
8. View

Views allow you to look at your presentation in different ways, depending on where you are
in the creation or delivery process.
9. File
At one end of the ribbon is the File tab, which you use for the behind-the-scenes stuff you do
with a file, such as opening, saving, sharing, exporting, printing and managing your
presentation. Click the File tab to open a new view called the Backstage.

Click from the list on the side to do what you want to do; for example, click Print to find the
options and settings for printing your presentation. Click Back to return to the presentation
that you were working on.
10. Tools tabs

26

When you click some parts of your slides, such as pictures, shapes, SmartArt or text boxes,
you might see a colorful new tab appear.

In the example above, the Drawing Tools tab appears when you click a shape or text box.
When you click a picture, the Picture Tools tab appears. Other such tabs include SmartArt
Tools, Chart Tools, Table Tools and Video Tools. These tabs disappear or change when you
click something else in your presentation.

Navigation in Power Point

1. Double-click the PowerPoint icon on your desktop or “Start” menu. When PowerPoint
opens, it provides a blank single slide as the default. To navigate and review an existing
PowerPoint presentation, click the “File” tab. Click “Open.” Browse to the PPT or PPTX file
and double- click the name. The presentation opens with the title or first slide in the main
workspace.

2. Maximize the PowerPoint workspace by clicking the screen maximize button at the top
right of the window to the left of the "X" button that closes the program. This is optional, but
will allow you to see all of PowerPoint in its entirety, including a full view of the essential
options along the PowerPoint ribbon.
3. Click the different tabs of the ribbon that run along the top of the PowerPoint workspace.
The ribbon replaces the PowerPoint toolbars and menus in versions 2007 and forward.
Review each tab and check the ribbon revealed below it. Notice that the ribbon changes with
each tab that is clicked and is broken into sections with buttons, drop-down menus and
additional options to click to navigate throughout PowerPoint.

4. Review the column running down the left side of the screen. This is the slide deck, which
gives a smaller pictorial representation of the first few slides in the deck. Use the scroll bar to
the right of this section to navigate the slides. At any time, double-click a slide in the slide
deck to jump to that slide, bringing it up in the main portion of the screen.

5. Scroll the scroll bar in the main portion of the screen to scroll linearly through the slide
show. You can also press the “Page Up” or “Page Down” keys to scroll slide by slide.
6. Click the “View” tab. Several options here let you navigate the PowerPoint presentation.
Click the “Slide Sorter” button on the left side of the ribbon to see a pictorial representation
of the slides, similar to the slide deck, but one that takes up the entire workspace and lets you
see more amounts of smaller slides at once.

7. Click the “Notes Page” slide to navigate through any of the slides you have added speaker
notes to in a section at the bottom of the main workspace.

27

8. Click the “Slide Show” tab. Review the options in the “Start Slide Show” section of the
left side of the ribbon. Several here let you navigate the presentation as well. Click “From
Beginning” to navigate the slideshow from your first or title slide. While the slideshow runs,
you navigate it by clicking the back, forward and pause arrows or what you configured during
the setup. Click either the “From Current Slide” or “Custom Slide Show” buttons to start
navigating the slideshow from a different slide.

Slide show

A slide show is a presentation of a series of still images on a projection screen or electronic

display device, typically in a prearranged sequence. The changes may be automatic and at

regular intervals or they may be manually controlled by a presenter or the viewer. Slide
shows

originally consisted of a series of individual photographic slides projected onto a screen with
A slide projector. When referring to the video or computer-based visual equivalent, in which
the

slides are not individual physical objects, the term is often written as one word, slideshow.

Customize presentation options and views Changing page setup options

Changing to view in color/grayscale Navigating using presentation views

There are several different views in PowerPoint as we saw earlier and you can navigate
through the presentation in each in different ways.
In Normal View

 Click on the thumbnail of the slide you want to see

 Use the Vertical Scrollbar to move between slides

 Use the up and down arrow keys on the keyboard to move one slide backwards or
forwards

 In Slide Sorter View

 Click on the slide you want to select

 Use the arrow keys to move up, down, left and right

In Reading View
Use the next and back icons in the status bar to move back or forwards or use the
menu which is accessed from the icon in the middle

The AutoContent Wizard is a great place to start when you're not sure what a
presentation should cover. This wizard creates a new presentation using built-in
templates, offering content ideas to help you organize the information you include on
each slide.
What you might not know is that you can add an existing presentation to the
AutoContent Wizard's library. To do so, follow these steps:

Launch the wizard by choosing New from the File menu. 28

PowerPoint's AutoContent wizard gives you a head start on setting up a presentation based on

various prefab templates. But you can also plug your own presentations into the wizard,
making
it easy to reuse their design, structure, and content.

 Click the From AutoContent Wizard link in the New Presentation task pane.

 Click next in the wizard's first pane.

 Choose the most appropriate content template category from the list and click Add.