Secondary Course

229 DATA ENTRY OPERATIONS

NATIONAL INSTITUTE OF OPEN SCHOOLING
A-24-25, Institutional Area, NH-24, Sector-62, Noida-201309 (U.P.)
© National Institute of Open Schooling
Reprint September, 2012 (39000 copies)
Published by the Secretary, National Institute of Open Schooling, A-
24/25, Institutional Area, Sector-62, Noida-201309 and printed by
Bharat Mudranalaye, Naveen Shahdara, Delhi-110032
CURRICULUM COMMITTEE-
Prof. A.K. Saini
Professor (Information Technology), University School of Management,
Studies, GGS Indraprastha University, Delhi
Prof. Kamlesh Mittal (Retd.)
Department of Computer Education, and Technology Aids (DCETA),
NCERT, Delhi
Dr. M.P. Goel (Retd.)
Principal Systems Analyst, National Informatics Centre (NIC), Delhi
Mr. Purnendu Hota
Senior Manager, NIIT Ltd. New Delhi
Ms. Madhavi Sharma
Deputy Director, Computer D ivision, Indira Gandhi, National Open
University (IGNOU), New Delhi
Ms. Vibha
Assistant Professor, Deptt. of Computer Science & Engineering, Indira
Gandhi Institute of Technology, Delhi
Ms. Sangeeta Chaturvedi
Coordinator, AISECT, Delhi
Mr. S.K. Prasad
System Analyst and Programmer, NIOS, NOIDA
Ms. Koushalya Barik
Assistant D irector (Vocational Education), NIOS, NOIDA

EDITORS-
Prof. A.K. Saini
Professor (Information Technology), University School of Management,
Studies, GGS Indraprastha University, Delhi
Dr. M.P. Goel (Retd.)
Principal Systems Analyst, National Informatics Centre (NIC), Delhi
Ms. Koushalya Barik
Assistant Director (Vocational Education), NIOS, NOIDA

LESSON WRITERS
Mr. Purnendu Hota
Senior Manager NIIT Ltd. New Delhi
Mr. Saroj Patro
Scientist C, National Informatics Centre (NIC), Delhi
Prof. Kamlesh Mittal (Retd.)
Department of Computer Education and Technology Aids (DCETA),
NCERT, Delhi
Mr. Arun Bakshi
Assistant Professor (Senior Stale)
(Information Technology)
Gitarattan International Business School Delhi
Prof. A.K. Saini
Professor (Information Technology) University School of Management
Studies GGS Indraprastha University, Delhi

COURSE COORDINATOR
Ms. Koushalya Barik
Assistant Director (Vocational Education) NIOS, NOIDA
Typeset by: Graphic & Data Systems
CONTENTS
Lesson No. Title
1. Basics of Computer
2. Operating System
3. Basics of Word Processing
4. Formatting Documents
5. Mail Merge
6. Basics of Spreadsheet
7. Formatting Worksheets
8. Formulas, Functions and Charts
9. Creating Presentation
SYLLABUS
1. Basics of Computer
Input arid Output Devices
System Software and Application Software
Computer Language
Compiler and Assembler
2. Operating System
Desktop Elements
Locating Files and Folders
Changing System Setting
File Management in Windows
Installation of Software and Hardware
3. Basics of Word Processing
Starting Word Program
Word Screen Layout
Typing Screen Objects
Managing Documents
Protecting and Finding Documents
4. Formatting Documents
Working with text
Formatting Paragraphs
Creating Bulleted and Numbered Lists
Spelling and Grammar
5. Mail Merge
Types of document in Mail merge
Creating data Source
Creating Mailing Labels
Merging Data into Main Document
6. Basics of Spreadsheet
Selecting, Adding and Renaming Worksheets
Modifying a Worksheet
Resizing Rows and Columns
Workbook Protection
7. Formatting Worksheets
 Formatting Toolbar
Formatting Cells
Formatting Columns and Rows
Protect and Unprotect Worksheets
8. Formulas, Functions and Charts
Copying a Formula
Types of Functions
Types of Charts
Auto shapes and Smart ait
9. Creating Presentation
Creating Slides
Slide Sorter View
Changing Slide Layouts
Moving Between Slides
1 Basics of Computer
1.1 INTRODUCTION
In this lesson we present an overview of the basic design of a computer
system: how the different parts of a computer system organized and various
operations performed to perform a specific task. You would have observed
that instructions have to fed into the computer in a systematic order to
perform a specific task. Computer components are divided into two major
categories, namely, hardware and software. In this lesson we will (buss
about hardware, i.e., the machine itself and its connected devices such as
monitor, keyboard, mouse etc., as well as software that makes use of
hardware for performing various functions.
OBJECTIVES
After going through this lesson you would be able to:
explain basic organization of computer system
explain different types of input and output devices
define Software and its classification
distinguish between system software and application software
describe computer language and its classification
1.3 WHAT IS A COMPUTER
Computer is a device that transforms data into meaningful information.
Data can be anything like marks obtained by you in various subjects. It can
also be name, age, sex, weight, height etc. of all the students in a class.
Computer can also be defined in terms of functions it can perform. A
computer can i) accept data, ii) store data, iii) process data as desired, and
iv) retrieve the stored data as and when required and v) print the result in
desired format.
The major characteristics of a computer are high speed, accuracy diligence,
versatility and storage.

1.3.1 Computer Organisation

The block diagram of computer is shown in Fig. 1.1.

Figure 1.1 block diagram of computer Organisa on- input unit, memory
unit, control unit, arithme c logic unit, output unit
The computer performs basically five major operations and functions
irrespective of their size and make. These are 1)1 accepts data or instruction
by way of input, 2) it stores data, 3) it can process data as required by the
user, 4) it gives results in the form of output, and 5) it controls all
operations inside computer. We discuss below each of these operations.
1. Input: this is the process of entering data and programme into the
computer system.
2. Control Unit (CU): The process of input, output,
processing and storage is performed under the supervision of
a unit called 'Control Unit'. It decides when to start receiving
data, when to stop it, where to store data, etc. It takes care of
step -by-step processing of all operations inside the computer.
3. Memory Unit: Computer is used to store data and
instructions.
4. Arithmetic Logic Unit (ALU): The major operations
performed by the ALU are addition, subtraction,
multiplication, division, logic and comparison.
5. Output: This is the process of producing results from the
data for getting useful information,
The ALU and the CU of a computer system are jointly known
as the central processing unit (CPU). You may call CPU as the
brain if any computer system.
INTEXT QUESTIONS
L. What are the five basic operations performed by the
computer?
2. Define ALU, CU and CPU.
3. Choose the correct answer.
(a) The task of performing arithmetic and logical operations is
called:
(i) ALU (ii) editing (iii) storage (iv) Output
(b) The ALU and CU jointly are known as
(i) RAM (ii) ROM (iii) CPU (iv) None of above
(c) The process of producing results from the data for getting
useful information is called:
(i) output (ii) input (iii) processing (iv) storage
1.4 PERIPHERAL DEVICES
Peripheral devices are connected to the computer externally,
these devices are used for performing some specific functions.
Peripheral devices are as follows:
1. Input Devices
2. Output Devices
3. Other Peripherals
Figure 1.2 Different peripheral devices of Computer- monitor, keyboard,
disk drives, mouse
1.5 INPUT DEVICES
Input devices accept data and instructions from the user. Following are the
examples of various input devices, which are connected to the computer for
this purpose.
1. Keyboard
2. Mouse
3. Light Pen
4. Optical/magnetic Scanner
5. Touch Screen
6. Microphone for voice as input
7. Track Ball
1.5.1 Keyboard
A keyboard (as shown in figure 1.3) is the most common input device.
Several kinds of keyboards are available, but they resemble each other with
minor variations. The keyboard in most common use is the QWERTY
board. Generally standard keyboard has 104 keys. In these keyboards, the
cursor control keys are duplicated to allow easier use of the numeric pad.

Figure 1.3 keyboard

1.5.2 Mouse
A mouse is an electro-mechanical, hand-held device (as shown in figure 1.
4). It is used as a pointer. It can perform functions like selecting menu
commands, moving icons, resizing windows, starting programs, and
choosing options.

Figure 1. 4 Mouse
The most common mouse uses an internal, magnetically coated ball, to
detect the movement of the mouse across a flat surface, usually a desktop.
Now a days Optical or laser mouse is used to detect the movement. All
windows based applications today are designed to work with a mouse. A
mouse is used to replace hard -to-remember key combinations with easier
"Point and Click" actions. However, it cannot substitute all keyboard
operations. It can be alternative for commands based operations.
1.5.3 Light pen
An input device that utilizes a light-sensitive detector to select objects on a
display screen. A light pen is similar to a mouse (as shown in figure 1.5),
except that with a light-pen you can move the pointer and select objects on
the display screen by directly pointing to the objects with the pen.
Figure 1.5 light pen

1.5.4 Optical Scanner

These devices are used for automatic data collection. The devices of this
category completely eliminate manual input of data. For example, the bar-
code reader is actually just a special type of image scanner. An image
scanner translates printed
images into an electronic format that can be stored in a computer’s memory,
and with the right kind of software, one can alter a stored image. Another
example of scanner is optical character recognition (OCR) device, used by
banks to convert the scanned image of a typed or printed page into text that
can be edited on the computer.

Figure 1.6 Scanner

1.5.5 Touch Screen
Touch panel displays and pads are now being offered as alternatives to
keyboard. Here the input can be given through the computer screen, that
accepts the input through monitor; user touch electronic buttons displayed
on the screen or they may use light pen.

Figure 1.7 Touch screen monitor

1.5.6 Microphone
Microphone is an input device, which takes voice as input. The voice
communication is more error-prone than information through keyboard.
There are two types of microphones available (as shown in figure 1:8):
1. Desktop Microphone
2. Hand held Microphone
Figure 1.8 Desktop microphone and Handheld Microphone
1.5.7 Track Ball
Trackball, a pointing device, is a mouse lying on its back (as shown in
figure 1.9). To move the pointer, you rotate the ball with your thumb, your
fingers, or the palm of your hand. There are usually one to three buttons
next to the ball, which you use just like mouse buttons.

Figure 1. 9 Track Ball

The advantage of trackballs over mouse is that the trackball is stationary so
it does not require much space to use it. In addition, you can place a
trackball on any type of surface, including your lap. For both these reasons,
trackballs are popular pointing devices for portable computers.
1.6 OUTPUT DEVICES
Output devices return processed data that is information, back to the user.
Some of the commonly used output devices are:
1. Monitor (Visual Display Unit)
2. Printers
3. Plotter
4. Speakers
1.6.1 Monitor
Out of all the output devices, monitor (as shown in figure 1.10) is perhaps
the most important output device because people interact with this device
most intensively than others. Computer information is displayed, visually
with a video adapter card and monitor. Information processed within the
CPU, that needs to be visually displayed, is sent to video adapter. The video
adapter converts information from the format used, in the same manner as a
television displays information sent to it by a cable service.

Figure 1.10 CRT and LCD Monitor

Two basic types of monitors are used with microcomputers, which are as
follows:
1. CRT
2. LCD
Cathode Ray Tube (CRT): CRT or Cathode the typical monitor that you
see on a desktop computer. It looks a lot like a television screen, and works
the same way. This type uses a large vacuum tube, called cathode ray tube
(CRT).
Liquid Crystal Displays (LCD): This type of monitors are also known as
flat panel monitor. Most of these employ liquid crystal displays (LCDs) to
render images. These days LCD monitor are very popular.
When people talk about the capabilities of various monitors, one critical
statistic is the resolution of the monitor. Most monitors have a resolution of
at least 800 x 600 pixels. High-end monitors can have resolutions of 1024 x
768 pixels or even 1280 x 1024 pixels. Thus monitors are available either in
low resolution or in high resolution.
1.6.2 Printer
After a document is created on the computer, it can be sent to a printer for a
hard copy (printout). Some printers offer special features such as colored
and large page formats. Some of the most commonly used printers are:
1. Laser Printer
2. Ink Jet Printer
3. Dot Matrix Printer
4. Line Printer
Laser Printer: A laser printer produces high quality print that one normally
finds in publishing. It is extremely fast and quiet. Moreover, the operation
of a laser printer is easy with automatic paper loading and no smudging or
messing up of ink ribbons. The fastest laser printer can print up to 200
pages per minute in monochrome (black and white) and up to 100 pages per
minute in colour.
Figure 1.11 laser printer
Ink-Jet Printer: An ink-jet printer creates an image directly on paper by
spraying ink through as many as 64 tiny nozzles. Although the image it
produces is not generally quite as sharp as the output of a laser printer, the
quality of ink-jet images is still high.
In general, ink-jet printer offers an excellent middle ground between dot
matrix and laser printer. Like laser printer, an ink-jet printer is quiet and
convenient, but not particularly fast.

Figure 1.12 Ink-Jet Printer

Typically, an ink-jet printer is more expensive than a dot-matrix printer, but
costs only half as much as a laser printer.
Dot Matrix Printer: The dot matrix printer was very popular at one point
of time. It is a very versatile and inexpensive output device. In dot matrix
printer the print head physically "hits" the paper through the ribbon and
produces text (or images) by combinations of dots; hence the name dot
matrix printer. Its speed is measured in characters per second (CPS).
Although it is less expensive, it is louder, slower and produces lower print
quality.
Line Printer: A line printer is generally [used with large computer systems
to produce text based data processing reports. Line printers are high-speed
printers with speeds ranging anywhere from 100 to about 3800 lines per
minute. In the past, print quality on line printers was not high.
Developments in technology are improving the print quality on line
printers. These are in the cost range of lacs of Rupees.
Figure 1.13 Dot Matrix Printer

Figure 1.14 Line printer

1.6.3 Plotter
A plotter is a special kind of output device that, like a printer produces
images on paper, but does so in a different way. Plotted are designed to
produce large drawings or images, such a construction plans for buildings
or blueprints for mechanical objects. A plotter can be connected to the port
normally used by a printer.
An array of different colored pens in a clip rack and a robotic arm is part of
plotter. The instructions that a plotter receives from a computer consist of a
color, and beginning and ending coordinates for a line. With that
information, the plotter picks u] the appropriate pen through its arm,
positions it at the beginning coordinates drops the pen down to the surface
of the paper an] draws to the ending coordinates. Plotters draw curves by
creating a sequence of very short straight lines.
Plotters usually come in two designs:
1. Flat Bed: Plotters of small size to be kept on table with restriction of
paper size.
2. Drum: These plotters are of big size using rolls of paper of unlimited
length.

Figure 1.15 Flat bed and drum plo er

1.6.4 Speaker
Speakers (as shown in figure 1.16) are another type of output device, which
allow you to listen to voice like music, and conversation with people.
Figure 1.16 Speaker
INTEXT QUESTION
4. Write True or False for the following:
(a) Mouse is an output device.
(b) OCR stands for Optical Content Reader.
(c) LCD Monitor is used in notebook computer.
(d) Speed of DOT Matrix Printer is measured in Characters Per Second.
(e) Plotters are used to produce high quality drawings and images, such as
construction plans for buildings or blueprints for mechanical objects.
1.7 SOFTWARE
As you are aware, computer cannot do anything on its own. It is the user
who instructs computer; what to do, how to do and when to do. In order to
perform any task, you have to give a set of instructions in a particular
sequence to the computer. These sets of instructions are called Programs.
Software refers to a set of programs that makes the hardware perform a
particular set of tasks in particular order. Software can be classified mainly
into following categories and sub-categories are shown in Figure 1.17.

Figure 1.17 Classifica on of So ware

1.7.1 System Software
When you switch on the computer the programs stored in ROM are
executed which activates different units of your computer and makes it
ready for you to work on it. This set of programs can be called system
software.
System softwares are sets of programs, responsible for running the
computer, controlling various operations of computer J systems and
management of computer resources. Operating
System (OS) falls under this category.
An operating system is a system software that provides an interface for a
user to communicate with the computer, manages hardware devices (disk
drives, keyboard, monitor, etc), manages and maintains disk file systems
and supports application programs. Some popular Operating systems are
UNIX, Windows : and Linux.
Although operating system provides all the features users need to use and
maintain their systems, inevitably, they still do not; meet everyone’s
expectations. This has led to another type of system software called
"Utilities". These are programs that bridge the gap between the
functionality of an OS and the needs of users. Utility programs are a broad
category of software such as compress (zip)/uncompress (unzip) files
software, antivirus software, split and join files software, etc.

1.7.2 Application Software

Application software is a set of programs, which are written to perform
specific tasks, for example: An application package for managing library
known as library information system is used to manage information of
library such as: keeping book details, account holder details, book issue
details, book return details etc. Another application package for managing
student details is called student’s information system, manages student’s
roll no, name, parents name, address, class, section, processing of
examination results etc. Application software can be broadly classified into
two types:
(a) Generalized packages
(b) Customized packages
Generalized Packages
These are user friendly softwares written to cater to user’s very general
needs such as preparing documents, drawing pictures, database to manage
data/information, preparing presentations, play games etc.
It is a group of programs that provide general purpose tools to solve specific
problems. Some of the generalized packages are listed below:
Word Processing Software (for preparing documents): Word
Perfect, MS-Word, Open Office.org Writer
Spreadsheets (Data Analysis): Lotus Smart suites, MS-Excel,
Open Office.org Calc, Apple Numbers,
Presentations : Presentation Graphics, MS-PowerPoint, Open
Office.org Impress
Database Management System: MS-Access, Open Office.org
Base, MS-SQL Server, ORACLE
Graphics Tools: Paint shop pro, Adobe Photoshop Customized
Packages
These are the applications that are customized (or developed) to meet the
specific requirements of an organization/institution. For Example: Student
information details, Payroll packages, inventory control etc.
These packages are developed using high-level computer language.
1.8 COMPUTER LANGUAGES
Languages are a means of communication. Normally people interact with
each other through a language. On the same pattern, communication with
computers is carried out through a language. This language is understood
both by user and the machine. Just as every language like English, Hindi
has its grammatical rules; every computer language is bound by rules
known as SYNTAX of that language. The user is bound by that syntax
while communicating with the computer system.
Computer languages are broadly classified as:
1. Low Level Language:
The term low level means closeness to the way in which machine
understand. The low level languages are:
a. Machine Language:
This is the language (in the form of 0’s and l’s, called binary numbers)
understood directly by the computer. It is machine dependent. It is difficult
to learn and even more difficult to write programs.
b. Assembly Language:
This is the language where the machine codes comprising of 0’s and 1’s are
substituted by symbolic codes (called mnemonics) to improve their
understanding. It is the first step to improve programming structure.
Assembly language programming is simpler and less time consuming than
machine level programming, it is easier to locate and correct errors in
assembly language than in machine language programs. It is also machine
dependent. Programmers must have knowledge of the machine on which
the program will run.
2. High Level Language
You know that low level language requires extensive knowledge of the
hardware since it is machine dependent. To overcome the limitation, high
level language has been evolved which uses normal English like, easy to
understand statements to solve any problem. Higher level languages are
computer independent and programming becomes quite easy and simple.
Various high level languages are given below:
BASIC (Beginners All Purpose Symbolic Instruction Code): It is widely
used, easy to learn general purpose language. Mainly used in
microcomputers in earlier days.
COBOL (Common Business Oriented language:: A standardized language
used for commercial applications.
FORTRAN (Formula Translation: Developed for solving
mathematical and scientific problems. One of the most popular
languages among scientific community.
C: Structured Programming Language used for all purpose such
as scientific application, commercial application, developing
games etc.
C++. Popular object oriented programming language, used for
general purpose.
1.9 COMPILER AND ASSEMBLER
As you know that High Level language is machine independent and
assembly language though it is machine dependent yet mnemonics that are
being used to represent instructions are not directly understandable by
machine. Hence to make the machine understand the instructions provided
by both the languages, Compiler and Assembler are required to convert
these instructions into machine language.
The software (set of programs) that reads a program written in high level
language and translates it into an equivalent program in machine language
is called as Compiler.
The program written by the programmer in high level language is called
source program and the program generated by the compiler after
translation is called as object program.
The software (set of programs) that reads a program written in assembly
language and translates it into an equivalent program in machine language
is called as Assembler.
Source Program (Higher level Language)- Compiler- Object Program
(Machine Language)

Figure 1.18 Compiler- Source Program (Higher level Language) to

Compiler to Object Program (Machine Language)
The software (set of programs) that reads a program written in assembly
language and translates it into an equivalent program in machine language
is called as Assembler.
2 Operating System
2.1 INTRODUCTION
The operating system in these days uses a graphical user interface (GUI).
Here you do not have to remember all the commands by heart. The
commands are visible on the monitor as icons. The most popular operating
system available today is ‘Windows’.
The Windows operating system has evolved over time in the form of
Windows 95, Windows 98 and Windows 2000. Currently windows XP,
Windows Vista and Windows 7 are in use. In this lesson we will explain the
main features of Widows XP.
2.2 OBJECTIVES
After going through this lesson you would be able to:
explain the features of Windows XP
explain various icons and their features
define file management
Figure 2.1 showing desktop of a computer
2.3 ELEMENTS OF WINDOWS XP

2.3.1 Logging On
When the computer system loaded with Windows XP is started, it will
present a log-in screen to log on to windows or to network, if the system is
part of a computer network.
To be able to log on, do the following
1. Enter the password (if it is password protected)
2. click on the a key or hit the Enter key

Figure 2.2 windows xp starter

2.4 XP DESKTOP ELEMENTS
Start Menu
When clicked on the start button, menu as follows appears on the screen
giving all the available options to start using the Windows.
Figure 2.3 showing start menu
Overview of the options:
Task Description
All Programs Displays a list of installed program, which a user can
start or use
My Documents Displays a list of document used by the current user
My Recent Displays a list of recently used document by the current
Documents user
My Picture Displays a list of picture/photos used by the current user
My Music Displays alist of music/songs used by the current user
Control Panel Displays a list of utility configure the computer system
and install software and hardware
Printers and Displays a list of currently installed printers and faxes in
Faxes the current computer system
Help and Start the XP help and support program to find how to do
Support a task in windows
Search Helps the user to find Displays a list of document used
by the current user files, folder, and other networked
computer and shared resources.
Run Start a application program or execute a DOS
command
Log Off Log off the currently logged in user of the system
Turn Off Close currently opened program, log of the current
Computer user and switch off the computer system.
Task Bar
When you start the computer system, then start and task bar appears on the
bottom of the screen and by default remains visible when Windows is
running.
Whenever a program is run or a window is opened, an icon representing the
program appears on the taskbar. To switch between windows or program,
click on the icon representing the window on the task bar. When the
program or window is closed, the icon disappears from the task bar.

Figure 2.4 task bar

Start a Program
To start a program to the followings;
1. Click on the Start Button
2. Click on the All Programs
3. Point to the desired folder say “Accessories” and select the
desired program to run such as ‘Paint’
Quitting a Program
To quit a program, select the close button (x) in the upper-right corner of
the window OR
Click on File menu and select ‘Close’ option.
Getting Help
Online help and support provided is of great help in using and learning
windows. One can get help a specific topic or current task is being
executed. To start help
click on the Start button
click on 'Help and Tutorial option
A list of help and support topics and online tutorial is displayed on the
screen. One can use the tabs in the screen to search ftj the desired
information in several ways.

Figure 2.5 Help and Support Centre Window

Click on a topic or task to know more about how to get the job
done or type in a search word to locate the help on a specific topic.
Click on the ‘Index’ tab to locate specific topic listed alphabetically
and the follow the instructions displayed or the screen.
Click on ‘Favourites’ tab to add Help Topics, search results to your
Favourites list to make them easy to locate in the future
Click on ‘History’ to pick from a list of Help and Support pages
that you have read in the past.
Click on’ Support’ to get various kind of online support such as
Microsoft online support, News Group on Windows.
Click on ‘Option’ to configure the help and support center as per
your requirement.
To close Help and Support windows, select the close button (*) in the
upper-right corner of the window.
Locating Files and Folders
If you don’t know where a document or folder is located, you can use the
Search companion to locate it in the local storage such as Hard Disk, CD or
in the network drive (if the system is part of a network). The Indexing
Service provided by the Search maintains an index of all the files on your
computer, making searches faster.
To search for a file or folder
1. Click Start, and click on Search.
2. Select All files and folders from the left hand side of the
windows.
3. Type the name of the file or folder in part or full, or type a word
or phrase that exists in the file to be searched.
4. If you do not know either piece of information select one or
more of the remaining options:
In Look in, click the drive, folder, or network you want to
search.

Figure 2.6 Search Result Window

 Click on When was it modified? to look for files that were created
or modified on or between specific dates.
To look for files of a specific size, click on What size, is it? Select
a size.
Click on More advanced options to specify additional search
criteria.
5. Once you finish specifying the search criteria, click on Search to locate
the file.
Similarly you can search for specific information on Internet, or people in
your address book, search for a printer or a computer on your network.
Changing System settings
By using Control Panel’s tools you can customize the way Windows look
and work! Also you can install new hardware, add and remove
(install/uninstall) software programs, change the look and feel of your
desktop and much more. It also includes a number of administrative tools in
Administrative Tools option for better administration of Windows in terms
of User Management, Event viewer, Component Service etc.
To start Control Panel and use the available tool, do the following;
Click on ‘Start’
Click on ‘Control Panel’
Select the desired tool to use
For example to create a new or modify the settings for an existing user click
on ‘User Account’ icon in the control panel.
Using My Computer
My Computer displays the contents of floppy, hard disk, CD-1 ROM, and
network drives. One can also search for and open files and folders, and use
options in Control Panel to modify computer’s settings.
To use My Computer, click on Start, and then click on My
Computer.
Figure 2.7 My Computer Window
Display the storage Contents
To see what's on your hard disk, under Hard Disk Drives,
double-click the drive you want to see such as C:, D: etc.
To find a file or folder on a CD-ROM, or other media, under
Devices with Removable Storage, double-click on the
respective storage media you want to see.
To find a file in a folder, under Files Stored on This Computer,
double-click a folder.
2.5 FILE MANAGEMENT IN WINDOWS
File management in windows can be done through Windows explorer or
My Computer. Windows Explorer displays the hierarchical list of files,
folders, and storage drives (both fixed and removable) on your- computer. It
also lists any network drives that have been mapped to as a drive letters on
your computer. Windows Explorer can be used to copy, move, rename, and
search for files and folders. For example, to copy a file, you can
open a folder that contains the desired file to be copied or moved, and then
just drag and drop the file to target folder or drive.

Figure 2.8 My computer window

When files or folders are deleted from hard disk, Windows places them in
the Recycle Bin, where they can be retrieved, until the Recycle Bin is made
empty. Files or folders deleted from a removable storage media such as
network drive are permanently deleted and are not sent to the Recycle Bin.
2.5.1 Using Windows Explorer
To open Windows Explorer,
Click on Start,
Point to All Programs,
Point to Accessories, and then click on Windows Explorer
Coping or Moving a file or Folder using My Document
Click on Start, and then click on My Documents.
Figure 2.9 Using windows explorer
Click the file or folder to be copied. More than one folder can be copied at a
time.

Figure 2.10 showing local disk (C) window

 To select more than one file or folder, click the first file or folder,
press and hold down SHIFT key, and then click the file or folder.
To select non-consecutive files or folders, press and hold down
CTRL key, and then click each of the files or folders to be copied.
Under Edit, select Copy.
Select the target drive or folder to which you want to copy the files
Under Edit, select Paste to copy the desired file or folder to the
target drive.

Figure 2.11 Library Window

2.5.2 View ile details
1. Click on Start, and then click on My Documents
2. Double-click the folder that contains the files to be viewed
3. On the View menu, click Details.
It will display all the details about the files such as Name, Type, size etc.
2.5.3 Coping and moving iles using Explorer
Click Start, point to All Programs, point to Accessories, and then click
Windows Explorer.
Make sure the destination for the file or folder you want to move is visible.

Figure 2.12 documents window

Drag the file or folder to the destination.
If you drag an item while pressing the right mouse button, you
can move, copy, or create a shortcut to the file in its new
location.
To copy the item instead of moving it, press and hold down
CTRL while dragging.
If you drag an item to another disk, it is copied, not moved. To
move the item, press and hold down SHIFT while dragging.
 Dragging a program to a new location creates a shortcut that
program. To move a program, right-click and then drag the
program to the new location. You must be logged on and an
administrator to move a program.
2.5.4 Create a new folder
1. Click on Star,, and then click on My Documents
2. Under File, click New and select Folder.
3. A new folder is displayed with the default name, New Folder.
4. Type a name for the new folder, and then press ENTER.
5. A new folder can also be created by right-clicking a blank area in a folder
window or on the desktop, pointing to New and then clicking Folder.

2.5.5 Rename a ile or folder

1. Click on Start, and then click on My Documents
2. Click on the file or folder you want to rename.
3. Under File, click Rename.
4. Type the new name, and then press ENTER key.
File or folder can also be renamed by right-clicking it, and then clicking
Rename.
2.5.6 Delete a ile or folder
1. Click on Start, and then click on My Documents
2. Click on the file or folder you want to delete.
3. Under File, click Delete.
4. Files or folders can also be deleted by right-clicking the file or folder and
then clicking Delete.
5. Deleted files or folders are stored in the Recycle Bin, till they are
permanently removed from the Recycle Bin.
6. To retrieve a deleted file, double-click the Recycle Bin icon on the
desktop. Right-click on the file to retrieved, and then click Restore.
7. To permanently delete a file, press and hold down SHIFT and drag it to
the Recycle Bin.

Figure 2.13 My documents window

2.6 INSTALL SOFTWARE/HARDWARE
Windows provides a quick and easy way to install new software.' Add or
Remove Programs utility in Control Panel help to manage programs and
components on the computer system computer. Using it one can install
software packages such as Microsoft Word or Access etc. from a CD-ROM,
or a network drive, or add or remove Windows updates and new features
from the Internet. This can also be used to add or remove Windows
components which are not included in the original installation.
Figure 2.14 Control Panel- add or remove program
2.6.1 Install Software
Click Start, click Control Pane,
Double-click Add or Remove Program.
Click on Add New Program, and then select the source
where the software to be installed is located such as CD
Floppy drive
Follow the instructions on your screen to install the software.
2.6.2 Change or remove software
1. Click Start, click Control Pane,,
2. Double-click Add or Remove Program..
3. Click on Change or Remove Programs, and then select the program
you want to change or remove.
To change a program, click on Change button.
 To remove a program, click on Remove button.
2.6.3 Add new features from Windows Update
1. Click Start, click Control Pane,
2. Double-click Add or Remove Program.
3. Click Windows Update.
4. Follow the instructions to locate and install new Windows
features or updates

2.6.4 Add or remove a Windows component

To be able to use this feature of Windows, the user must log in as an
administrator or a member of the Administrators group.

Figure 2.15 windows component wizard

1. Click Start, click Control Panel,
2. Double-click Add or Remove Programs.
3. Follow the instructions in the Windows Components Wizard.
2.6.5 Install Hardware
Windows can helps you set up new hardware component such as sound
card, video card or network card etc. to your computer.

Figure 2.16 Add hardware wizard

1. Click Start, click Control Pane.
2. Double-click Add Hardware.
3. Follow the instructions on the screen.
INTEXT QUESTIONS
1. Write True or False for the following:
(a) Deleted Files or folders are stored in the recycle bin.
(b) Under Edit menu you can rename the file.
(c) Windows provides a quick and easy way to install new software.
2. Fill in the blanks:
(a) Under file, click---and select folder.
(b) If you drag an item while pressing the---you can create a shortcut to the
file.
(c) When you start the computer system, the task bar appears---in the
screen.
(d) When files or folders are deleted from--- windows places them in the
recycle bin.
(e) To select non-consecutive file or folder press and hold down---key.
7 WHAT YOU HAVE LEARNT
In this lesson you learnt about important features of Windows XP. Now you
are in a position to locate a file or folder and use windows explorer to
manage files. Moreover, you can install software and hardware in the
system. You can change system settings also.
8 TERMINAL QUESTIONS
List out various steps to search for a file or folder.
Describe the following
(a) Recycle bin,
(b) Task bar
(c) Quitting a program
(d) File Management in Windows
1. Write down the steps to delete a file or folder from the computer.
2. What are the steps to install software in the computer.
3. Write down various steps to rename a file or folder.
9 FEEDBACK TO INTEXT QUESTIONS
1. (a) True (b) False (c) True
2. (a) Right mouse button (b) Right (c) Bottom
(d) Hard disk (e) CTRL key
3 Basics of Word Processing
3.1 INTRODUCTION
Word processing is an application program that allows you create letters,
reports, newsletters, tables, form letters, brochure and Web pages. Using
this application program you can add pictures, tables, and charts to your
documents. You can also check spelling and grammar.
In this lesson, we will learn Word 2007 and use its features, tools and
techniques. All Professional Documents will be discussed using this
package only.
3.2 OBJECTIVES
After going through this lesson you would be able to:
• define features of Word 2007
• explain basic menu details of Word 2007
• create, save and print new Word document
• protect a word document quickly and efficiently
• manage word files and their printing
3.3 MAIN FEATURES OF WORD PROCESSING
The main features are:
You can create professional documents fast, using built-in and
custom templates.
You can easily manage large documents using various features
like the ability to create table of contents, index, and cross-
references.
You can work on multiple documents simultaneously
With the help of mall merge, you can quickly create merge
documents like mass mailings or mailing labels.
AutoCorrect and AutoFormat features catch typographical errors
automatically and allow you to use predefined shortcuts and
typing patterns to quickly format your documents.
The print zoom facility scales a document on different paper
sizes, and allows you to print out multiple pages on a single
sheet of paper.
The nested tables feature supports putting one table inside
another table.
You can export and save your word documents in PDF and XPS
file format.
3.4 FEATURES OF WORD 2007
MS Word 2007 has useful features and tools introduced to produce
professionally created documents. Some of these features are discussed
below.
You can easily create, format, edit professional-looking user document
using comprehensive set of easy to use tools provided by MS Word. It uses
the MS Office Fluent user Interface concept. This interface uses a new
component called Ribbon to group the tools by task, within task by sub
tasks and related commands that are used more frequently. The new user
result oriented interface presents the tools to you in a more organised and
efficient manner, which are easy to locate.
Figure 3.1 MS Word 2007 menu bar
1. Tabs are more task oriented such as Home, Insert, Page Layout
2. Within each tab, the related sub-tasks are grouped together
3. Related command button 1 are also grouped together to execute
a command or to display a command menu
The MS Word 2007 provides a lot of pre-formatted template to produce
documents, reports etc. While using the pre-formatted template, you can
select already available cover page, header and footer to give the documents
a professional look without spending much time in formatting a new one.
MS Word 2007 also provides features for creating chart and diagram which
include three-dimensional shapes, transparency, drop shadows, and other
effects. This helps create highly professional documents with flexibility in
representing data more efficiently and professionally.
Using MS Word 2007 digital signature feature, you can ensure the
authenticity, integrity, and origin of the document. The same can be done
either by adding an invisible digital signature to a document, or inserting a
Microsoft Office Signature Line, which capture a visible representation of a
signature along with a digital signature.
Similarly, before sharing a document which is in its final form with others,
you can use MS Word 2007 “Mark As Final” features to protect the
document from any changes. “Mark as Final” command makes the
document “read-only” making the typing, editing and proofing command
disabled. But just to remember,
“Mark As Final” is a security feature as anyone can edit a document that is
marked as final by turning off Mark as Final.
MS Word 2007 also provides the feature and tools to export your document
to either PDF (Portable Document Format) or XPS (XML Paper
Specification) format.
3.5 STARTING MS WORD PROGRAM
can start your Word program different ways. One way is using Start
button:
1. Click on the Start button.
2. In the menu that appears select All Programs-Microsoft Office-
Microsoft Office Word 2007. In few seconds you will see Word screen on
the monitor.

Figure 3.2 Opening Microso Office Word 2007 using start bu on

You can also start your MS Word program by double clicking oil Microsoft
Word icon, which lies on the Microsoft Office Shortcut Bar (MOSB).
3.6 WORD SCREEN LAYOUT
The Word screen (Window) contains a number of objects such as Tabs,
Menus, Sub menus, short-cut commands etc. We will describe the Word’s
default screen layout (Fig. 3.1) here.

Figure 3.3 Screen Layout- Tabs /Task, Command, Sub-Task

3.6.1 Menus
If you are familiar with previous versions of Word, when you begin to
explore Word 2007, you will notice a significant change in the menu
structure, look and feel. The features in Word 2007 display as various tabs
such as Home, Insert, Page Layout, References etc. To view all sub
tasks/options (expanded form) in each menu, you must click the required
option. For example, the images in Figure 3.4 show the Border menu in
collapsed form (Figure 3.4a) and in expanded form (Figure 3.4b).
Figure 3.4a Collasped menu

Fig. 3.4b Expanded menu

Shortcut Menus
These features allow you to access various Word commands faster than
using the options on the menu bar. When the menu is expanded, the shortcut
menu is displayed with short-cut command option for each of the short-cut
menu item. The options on this menu will vary depending on the sub-task
that was clicked or selected. For example, the shortcut menu on the side is
produced by selecting or expanding the Border option of the paragraph sub-
task of the Home Tab from the Tab bar.
Figure 3.5 Shortcut menu
The shortcut menus are helpful because they display only those options that
can be applied to the item that was selected and, therefore, prevent
searching through the many menu options.
3.6.2 Toolbars
MS Word 2007 provides a customized quick access toolbar to organize the
tools available for easy and fast access of the commands. Many toolbars
displaying shortcut buttons are also available to make editing and
formatting quicker and easier. The toolbars that are already displayed on the
screen are checked. To add/modify simply click on the “More Commands”
option which will display the following menu for customized selection of
tools as per your requirement.
Figure 3.6 Computer screen-MS Word 2007

Figure 3.7 Word Op ons window

3.6.3 Rulers
The rulers display horizontal and vertical scales that reflect the width and
height of your typing area. The horizontal scale is invaluable when you
want to quickly set tabs, margins, and indents. Select the View tab on the
main MS word 2007 screen to be able to select/deselect the Ruler/Gridlines
and other options.

Figure 3.8 MS Word 2007 window- Horizontal Scale and Ver cal Scale
3.6.4 Typing Screen Objects
The open area below the rulers and toolbars is writing or typing area. There
are certain objects that are a permanent part of the typing area. These are:
(a) Insertion Point, (b) Mouse Pointer, and (c) End-of-Document Marker.
(a) Insertion Point: The black vertical blinking line is the insertion point
that is initially at the top left side of the typing area.
It indicates the place where your typing is inserted into the document. As
you type, the blinking line continuously moves along towards right
inserting in that line | whatever is typed. When the up, down, left, or right
arrows of the keyboard is used, the insertion point moves accordingly.
When you move and place the cursor anywhere in the text and click, the
insertion point shifts to that place from its current location indicating that it
is ready to accept your typing.
(b) Mouse Pointer: When you move the mouse around in the typing area,
the mouse pointer is in the shape of a thin I beam. As you move the mouse
near the menu bar and toolbars, the mouse pointer becomes a pointing
arrow. If you move the mouse pointer to some existing piece of text and
click the mouse, you will see the insertion point in that spot of the text.
(c) End-of-Document Marker: The horizontal line (like a short underline)
at the end of the document (seen only when Word is in Normal view) is
called end-of-document marker. This marker lets you know where the end
of document occurs.
3.6.5 Vertical and Horizontal Scrollbars
The typing area is bordered on the right side by the vertical scroll bar with a
scroll button and arrows. The single down arrow scrolls through the
document line by line. The double down arrow allows you to move to the
top of the next page. The double up arrow allows you to move to the top of
the previous page. The double down arrow allows you to move to the top of
the next page. You can also drag the vertical scroll button up and down the
scroll bar to move up and down through the document.
The first bar along the bottom of the typing area is the horizontal scroll bar.
To see the text that is off the right side of the screen, use the left arrow
button. To see the text that is off the left side of the screen, use the right
arrow button. You can also drag the horizontal scroll button to move left or
right of the document.
In Word 2007, the options such as view documents and zoom is also
available on the bottom bar for easy access.
Figure 3.9 MS Word Window- Ver cal scrollbar, horizontal scrollbar, zoom
bu on, view op ons
INTEXT QUESTIONS
1. State True or False
(a) Shortcut menu feature allows access to various Word
commands faster than using options on the menu bar.
(b) In the collapsed menu, all the commands will be displayed.
(c) For both Show and Hide Rules, the command is View
-Ruler.
(d) The black vertical blinking line in the typing area in a word
document is the insertion point.
(e) The use of Scrollbars is to set margins in a document.
2. To view shortcut menu, we need to:
(a) Click the mouse
(b) Right click the mouse
(c) First click and then right click the mouse
3. Horizontal scale is useful to quickly set:
(a) Margins
(b) Tabs
(c) Indents
(d) All of the above
4. What is the command to start the Word Program using Start button?
3.7 MANAGING DOCUMENTS
This section of the lesson explains how to open a new/existing document,
save a document, print a document, working with multiple documents,
protecting a document, finding a document, and closing a opened
document. There are several ways to create new documents, open existing
documents, and save documents in Word. Click on the Office Button to use
one the following.

Figure 3.10 Managing document- Office bu on

3.7.1 Create a New Document
To open a new document, follow one of the following methods:
1. Click the New Document button on the menu bar.
2. Press CTRL+N keys on the keyboard.
Figure 3.11 Office 2007 bu on
3.7.2 Open an Existing Document
Click on the office 2007 button at the top left corner of your screen to open
an existing document, follow one of the following methods:
1. Click the Open File button on the menu bar.
2. Press CTRL+O keys on the keyboard.
3. Each of the above method will show the Open dialog box. Choose the
file and click the Open button.
3.7.3 Save a New/Existing Document
To save a new/existing document that is opened, follow one of the
following methods:
1. Click the Save button on the menu bar.
2. Press CTRL+S keys on the keyboard.
If the document is already named and saved earlier, it will simply save the
document. On the other hand, if the file is a new document then it will
prompt you by opening Save As dialog box. Select the folder where you
want to place your document in Save In: box, type the name of the
document in File Name: box, and then click OK. You can also save a new
document by choosing CTRL-A on the keyboard and then selecting the
above actions in Save As dialog box.
3.7.4 Working on Multiple Documents
Several documents can be opened simultaneously if you are typing or
editing multiple documents simultaneously. All open documents can be
arranged under the View Tab.

Figure 3.12 MS Word toolbar

3.7.5 Protecting a Document
You can protect your document from being accidentally changed its format
and text or from other users to get access to it.
Protecting a Document from Accessing
If you want to protect a document from other users accessing to it, give a
password to your file. Follow the steps given below:
1. When the file is open, select Office Button-Save As command on the
menu bar. The Save As dialog box appears. Move the cursor on the Tools
tab on the down left side of Save As dialog box and click. A submenu will
appear (see Figure 3.13).

Figure 3.13 Save as window

2. Click on General Options. The Save dialog box opens. You I will see
two boxes: Password to open and Password to modify.
3. Type a password in Password to open box. (A password can include up
to 15 character case-sensitive letters, numerals, spaces and symbols. As you
type the password, Word displays an asterisk (*) for each character you
type.)
4. Click OK. .The Confirm Password dialog box appears (see Save dialog
box and Confirm Password dialog box in Figure 3.14). Retype the password
you typed earlier. Click OK on Confirm Password dialog box and then
click OK on Save dialog box and then click OK on Save As dialog box.

Figure 3.14 General op ons-Confirm Password dialog box

5. When you open the file again next time it will ask you to type the
password (see Figure 5.7b). Remember, you will not be able to open that
file without the password. Also, don’t forget that the passwords are case
sensitive; that is, ‘XYZ’ and ‘xyz’ are two different passwords.
Protecting a Document from Accessing (Read Only)
With this feature you can have double protection to your document.
Sometimes you yourself may accidentally change the format of your
document. You can protect your document from being accidentally changed
its format as well as from other users accessing it.
Protecting a Document as Read Only Document
If you want your document be protected only for accidental
changes in the format, follow the steps given below:
1. When the file is open, select Office Button-Save As command on the
menu bar. The Save As dialog box appears. Move the cursor on the Tools
tab on the down left side of Save As dialog box and click. A submenu will
appear.
2. Click on General Options. The Save dialog box opens. You will see
Read only recommended check box at the left side bottom of the Save
dialog box.
3. Check-mark the Read only recommended check box. Click OK on Save
dialog box and then click OK on Save as dialog box.

Figure 3.15 General op ons- encryp on op on for document

Next time when you open the document after giving password it will
prompt you with a message ‘Open as read-only? If you accidentally make
changes and then try to save the document, the file will not be saved.
Instead, you will be prompted by a message ‘This file is read-only’.
If you want to make changes to a document remove the check mark by
clicking on Read-only recommended box, which lies below Password to
open box under Save dialog box.
Modifying a Password Given to Protect a Document
If you suspect that some one knows your password and you want to change
it, modify it by typing present password in Password to open: box and new
password in Password to modify: box in the Save dialog box.
Protect a Document for Track changes, Comments, and Forms
Sometimes you may feel that your document should be reviewed by others
to improve the document’s contents. The reviewers of your document can
suggest some changes or comments without modifying the original
document. After the review, if you wish that the changes were necessary
you can incorporate them.
Figure 3.16 MS Word toolbar- track changes
Track changes: Selecting this option from the Review Tab and Tracking
sub-task, let other users to change the document but highlights all changes
so that you can track changes. While a document is protected for track
changes, you cannot turn off change tracking nor can you accept or reject
track changes.
3.7.6 Find Documents
When you forgot the name of a file, but you remember a few letters in a
word that may be in the file name, use Open dialog box. Word will search
through the list of files in the selected folder or device for your particular
file. For example, if your file name is ‘Annual paper’ you can type the
letters annual. Word will locate this file. Follow these steps to find files:
1. Select Office Button Open command on the menu bar. The Open dialog
box will be displayed.
2. In Look in: box, select the folder or click where you suspect your file
will be located. Type few letters you remember that match with file name in
File Name: box (Remember you can type upper case or lower case letters,
since search is not case sensitive). If the typed letters are beginning letters
of your file name, the file name will appear in the File Name: box. Click
Open to open the document.
3. If you don’t see your file name appearing in the File Name: box as you
type, move the cursor on the Tools tab on the top right side of Open dialog
box. If the typed letters in the File Name: box matches with some part of
your file name, all the file names matching with your typed letters along
with other files will appear in Name box in the Open dialog box. If you
trace your file in the box, double-click on the file name or select the file
name and then click Open in Find dialog box to open the document.
Figure 3.17 Find dialog box
3.7.7 Close a Document
Close the current document by selecting Office Button- Close command
on the menu bar or click the Close icon if it is visible on the Standard
toolbar.
3.8 PRINTING DOCUMENTS
While printing a document you have the following options in Print dialog
box: (see Figure 3.18).
1. Name of the printer (if you have more than one printers..
2. Choose paper size, orientations, resolution etc. by pressing Properties
button.
3. Print the entire document or only current page or specific pages
4. Print a draft copy, which omits graphics to allow faster printing.
5. Number of copies to be printed, etc.
Figure 3.18 Print dialog box
3.8.1 Printing a Document
To print a document or selected pages follow the steps given below:
1. Open the document to be printed.
2. Choose Office Button-Print command on the menu bar. The Print
dialog box will open. Select the Options like print range, Number of copes,
Printer name etc. See that printer is switched on and the paper is available
in the printer tray.
3. Click OK.
3.8.2 Printing a Document on a Different Paper Size
You might have created a document using some selected paper size. You
may want to print that document in a different paper 'size or multiple pages
in a single sheet of paper without disturbing the general format. You can do
it using Zoom feature in Print dialog box. Follow the steps given below to
resize your document to fit into a new paper size.
If you want to print a document in a different paper size, follow the steps
given below:
1. Open the document to be printed.
2. Choose Office Button-Print command on the menu bar. The Print
dialog box will open. Select the Options like print range, Number of copes,
Printer name etc. See that printer is switched on and the paper is available
in the printer tray.
3. Select the appropriate paper size in Scale to paper size: under Zoom in
Print dialog box.
4. Click OK.
3.8.3 Printing a Document's Multiple Pages in s Single
Sheet of Paper
If you want to print multiple pages of a document in a single sheet of paper,
follow the steps given below:
1. Open the document to be printed.
2. Choose Office Button-Print command on the menu bar. The Print
dialog box will open. Select the Options like print range, Number of copies,
Printer name etc. See that printer is switched on and the paper is available
in the printer tray.
3. Select the appropriate paper size in Pages per sheet: under Zoom in
Print* dialog box.
4. Click OK.
3.9 EXIT WORD PROGRAM
When finished your work in Word and closing all the files, you can quit the
Word program by selecting Office Button-Exit command on the menu bar.
3.10 KEYBOARD SHORTCUTS
Keyboard shortcuts can save time and the effort of switching from the
keyboard to the mouse to execute simple commands. Print this list of Word
keyboard shortcuts and keep it by your computer for a quick reference.
 Action Key Stroke
Open a file CTRL+O
New file CTRL+N
Close a file CTRL+W
Save As F12
Save CTRL+S or SHIFT+F12
Print Preview QTRL+F2
Print CTRL+P
Show/Hide paragraph symbols CTRL+*
Spelling and grammar F7
Help FI
Find CTRL+F
Replace CTRL+H
Go To CTRL+G
Select all - entire document CTRL+A
Select from cursor to beginning SHIFT+Home
of line
Select from cursor to end of line SHIFT+END
Go to beginning of line HOME
Go to end of line END
Go to beginning of document CTRL+Home
Go to end of document CTRL+End
Cut CTRL+X
Copy CTRL+C
Paste CTRL+V
Undo CTRL+Z
 Redo CTRL+Y
Format painter CTRL+SHIFT+C
Left alignment CTRL+L
Center alignment CTRL+E
 Delete previous word CTRL+Backspace
Apply bulleted list CTRL+SHIFT+L
Indent CTRL+M
Page break CTRL+Enter
Font face CTRL+SHIFT+F
Font size CTRL+SHIFT+P
Bold CTRL+B
Italics CTRL+I
Underline CTRL+U
Double underline CTRL+SHIFT+D
Word underline CTRL+SHIFT+W
All caps CTRL+SHIFT+A
Change case SHIFT+F3
Subscript CTRL+=
Superscript CTRL+SHIFT+=
Make web hyperlink CTRL+K
Go to next cell Tab
Go to previous cell SHIFT+Tab
Go to beginning of ALT+PageUp
column
Highlight to beginning of ALT+SHIFT+PageUp
column
Go to end of column ALT+PageDown
Highlight to end of ALT+SHIFT+PageDown
column
Go to beginning of row ALT +Home
Highlight to beginning of ALT+SHIFT+Home
 row
Go to end of row ALT+End
Highlight to end of row ALT+SHIFT+End
Column break CTRL+SHIFT+Enter
Copyright © ALT+CTRL+C
Date field ALT+SHIFT+D
Go to footnotes ALT+CTRL+F
Show/Hide CTRL+SHIFT+8
Thesaurus SHIFT+F7
Note: A plus sign indicates that the keys need to be pressed at the |
same time.
INTEXT QUESTIONS
5. What are the shortcuts key using keyboard for opening a new document?
6. What is the command on the menu bar to save?
(a) a new file, (b) existing file
7. What are the steps to print a document on a different paper size in Print
dialog box.
8. State True or False.
(a) Window menu allows you to work with two documents simultaneously.
(b) It is not necessary to give a password to protect a file from reviewers.
(c) Selecting Tracked changes command in Protect Document dialog box do
not let others to change the document.
3.11 WHAT YOU HAVE LEARNT
In this lesson you learnt about various features of MS-word like create,
print, format. You are now in a position to move text from one place to
another and apply different font and character styles. You can also protect
your document using different commands.
3.12 TERMINAL QUESTIONS
1. Write any two uses of rulers in Word Program.
2. What is a mouse pointer?
3. What is an end of-document marker?
4. Explain the steps in renaming a document.
5. What are the steps in protecting a document from accessing?
6. How do you modify a password given to protect a document?
7. What are the steps in printing a document’s multiple pages in a single
sheet of paper?
8. Write any three options available in the Print dialog box.
3.13 FEEDBACK TO INTEXT QUESTIONS
1. (a) True
(b) False
(c) True
(d) True
(e) False
2. (b) (right click the mouse)
3. (d) (all of the above)
4. Programs-Microsoft Word
5. CTRL+N keys
6. (a) File-Save As,
(b) File-Save
7. Select the appropriate paper size in Scale to paper size: under Zoom and
then click OK.
8. (a) True
(b) False
(c) False
4 Formatting Documents
4.1 INTRODUCTION
This lesson covers various features of entering, editing, copying text,
moving text from one place to another in the document, creating bulleted
and numbered lists, creating and applying styles, and spelling and grammar
corrections that are important to enrich your document. Also, enriching a
document’s appearance is Word’s speciality. Word’s formatting features
allow you to create beautiful documents without doing much more than
typing headings and text. Word will do the rest. Word 2007 offers a great
amount of formatting options: multiple typefaces and point sizes; easy-to-
apply character styles such as bold, italic, normal, single and double spaces;
underline; subscript and superscript; and I paragraph formats such as
alignment, spacing and indentation. You will be introduced to some of these
features in this lesson.
4.2 OBJECTIVES
After going through this lesson you would be able to:
define basic text processing tips
explain spelling and grammar features
change character and paragraph formats
use page formatting
create bulleted and numbered lists
4.3 WORKING WITH TEXT
While using Word 2007, there are certain concepts, menu flow, tips, and
commands you should learn. This section deals with most common word
concepts, tips, and commands you should know regardless your skills in
using Word 2007 program. When you open word 2007 the following menu
will appear on your monitor.

Figure 4.1 MS Word toolbar

4.3.1 Typing Text
To enter text, just start typing in the text area. As you type the text will
appear where the blinking cursor is located and will move from left to right.
Unlike with a typewriter, you need not press ENTER key at the end of each
line, the characters automatically shifted to next line. Word continues to let
your text wrap (move to the next continuous line) around until you are
ready to start a new paragraph. To break a continuous line and move to a
new paragraph, Press ENTER key at the end of a paragraph.
4.3.2 Inserting Text
To insert the text in an existing document, follow the steps given below:
1. Move the cursor by using the arrow buttons on the keyboard or
positioning the mouse and clicking the left button where you want to insert
the text. The keyboard shortcuts listed below are also helpful when moving
through the text of a document:
Beginning of the line HOME
End of the line END
Top of the document CTRL+HOME
End of the document CTRL+END
2. Type the text you want to insert.
4.3.3 Spacebar and Tabs
Use the spacebar as a separator for your words and sentences. Don’t use the
spacebar to move the insertion point across a line of text - known as
“spacing across a line”. If you press the spacebar, word will make
additional Spaces, which you will then have to delete. Avoid using the
spacebar to create columns of text. Instead you can use the Tab-key.

4.3.4 Paragraph Markers

You may find it easier to type when you can see the returns, spaces, and
tabs in your document. If so, click on the Show/ Hide button on the
Standard toolbar to display the marks. Click on the Symbol again to hide
them.
4.3.5 Selecting (Highlighting) Text
To change any attributes of text it must be highlighted first. Select the text
by dragging the mouse over the desired text while keeping the left mouse
button depressed, or hold down the SHIFT key on the keyboard while
using the arrow buttons to highlight the text. The shortcuts for selecting a
portion of the text are:

Figure 4.2 Selec ng text

a. Whole word: double-click within the word
b. Whole paragraph: triple-click within the paragraph
c. Several words or lines: drag the mouse over the words, or hold down
SHIFT key while using the arrow keys
d. Entire document: choose Edit-Select All command on the menu bar, or
press CTRL+A keys.
e. Deselect the text by clicking anywhere outside of the selection on the
page or press an arrow key on the keyboard.
4.3.6 Deleting Text
Use the BACKSPACE and DELETE keys on the keyboard to delete text.
Backspace will delete the text to the left of the cursor | and Delete will erase
the text to the right. To delete a large selection of text, highlight it using any
of the methods outlined above and press the DELETE key.

4.3.7 Replacing Text

Word can combine the steps of deleting unwanted text, positioning the
insertion point, and inserting replacement text. To replace text, follow the
steps given below:
1. Select the text to be removed as explained above.
2. Start typing the new text. Observe that the new text is replacing the
selected text.
You can also replace the text by selecting the text, then deleting it using
DELETE key, and then start typing new text.
4.3.8 Click and Type
This feature allows you to insert text anywhere in a page. Move the cursor
in a page where you want to insert the text. Double click and start typing.
Click and Type is also useful for inserting tables, charts and other graphics
in a blank area of a document. When you insert an item, Click and Type
automatically formats the item according to where you insert it.
4.3.9 Formatting Text
Using the Formatting toolbar is the easiest way to change many attributes
of text. If the toolbar as shown below is not displayed on the screen, select
Home Tab. Under Home Tab you can select desired Formatting commands
under Font, Paragraph subtask as per the diagram given below.
Figure 4.3 Word toolbar- Font Menu, Numbered and bulleted lists,
Increase/ Decrease Indent, Bold, Italics and Underline, Le , center, right
jus fica on
• Font Face - Font is the basic typeface in which your words are
displayed. Font comes in families such as Times New Roman or Ariel.
Each font family has a specific way of formatting individual letters.
Click the arrowhead to the right of the font name box in the under Font
Formatting subtask menu to view the list of fonts available. Scroll
down to the font you want and select it by clicking on the name once
with the mouse.
• Font Size - It determines how large each letter will appear. The font
size is measured in points (1/72 of an inch). Click on the white part of
the font size box in the Font Formatting subtask menu to enter a value
for the font size or click the arrowhead to the right of the box in the
Formatting toolbar to view a list of font sizes available. Select a size by
clicking on it once. A font size of 10 or 12 is best for paragraphs of
e4text.
• Font Style - Font style determines the emphasis or weight that the
letters have when they are displayed. Each font can be displayed as
bold, italicize, and underline.
• Alignment - Text can be aligned to the left, center, or right side of the
page or it can be justified across the page.
• Numbered and Bulleted Lists - Lists are explained in detail later in
this lesson.
 • Increase/Decrease Indent - Change the indentation of a paragraph in
relation to the side of the page.
• Outside Border - Add a border around a text selection.
• Highlight Color - Use this option to change the color behind a text
selection. The color shown on the button is the last color used. To select
a different color, click the arrowhead next to the image on the button.
• Text Color - This option changes the color of the text. The color shown
on the button is the last color chosen. Click the arrowhead next to the
button image to select another colour.
The Font Dialog Box
The Font dialog box allows you to choose from a larger selection of
formatting using Home-Font Formatting sub task menu is the easiest way to
format text. If you cannot format text using this method, then use Font
dialog box options. Select Home-Font subtask and click on the down arrow
key located at the lower right side on the subtask menu to access the Font
dialog box.

Figure 4.4 Font dialog box

Format Painter
A handy feature for formatting text is the Format Painter located on the
home Tab under Clipboard subtask menu. For example, if you have
formatted a paragraph heading with a certain font face, size, and style and
you want to format another heading the same way, you do not need to
manually add each attribute to the new headline. Instead, use the Format
Painter by following these steps:
1. Place the cursor within the text that contains the formatting you
want to copy.
2. Click the Format Painter button in the standard toolbar. Notice that
your pointer now has a paintbrush beside it.
3. Highlight the text you want to add the same format to with the
mouse and release the mouse button.
To add the formatting to multiple selections of text, double-click the
Format Painter button instead of clicking once. The format painter then
stays active until you press the ESC key to turn it off.
INTEXT QUESTIONS
1. What will happen to the cursor when you use the following keyboard
shortcuts?
(a) HOME, (b) END, (c) CTRL+HOME, (d) CTRL+END
2. What are the shortcuts for selecting?
(a) a whole word, (b) whole paragraph, (c) several words or lines, (d) entire
document
3. State True or False
(a) It is a good practice to insert many spaces you need to move a text
across a line.
(b) We can use BACKSPACE key to delete smaller selection of text.
(c) Ariel is a style menu name.
(d) The font size is measured in points.
4.4 FORMATTING PARAGRAPHS
In Word 2007, a paragraph is any amount of text, graphics, object or other
items that are followed by a paragraph mark. A paragraph mark is inserted
each time while pressing the ENTER key. In order to change the formatting
of a paragraph, select the paragraph and then apply the formats you want
apply. Paragraph formats affect the entire paragraph and new paragraphs
keep the formatting of the preceding paragraph. Paragraph marks store the
format of each paragraph. If the paragraph mark is deleted, the text in that
paragraph becomes part of the next paragraph.
You can format a paragraph by placing the cursor within the paragraph and
selecting Home-Paragraph subtask menu and click on the down arrow on
the lower right side of the subtask menu. This will display the following
menu for you to choose the paragraph formatting.

Figure 4.5 Paragraph subtask menu

Figure 4. 6 Paragraph dialog box
4.4.1 Line Markers
To insert a new line mark in the same paragraph, press SHIFT+ENTER
keys. This action pushes the text down to the next line, but does not create a
new paragraph.
To modify the appearance of paragraphs, use the Ruler, the Formatting
toolbar and the Paragraph dialog box or one of Word’s paragraph formatting
shortcut key combinations. The various ways in which the paragraph
formatting can be done is described [in the following subsections:
4.4.2 Centering, Right Alignment and Left Alignment
'By default, the text in Word is left aligned. But these alignments [can be
changed as described earlier.

4.4.3 Indenting Text

Indenting a paragraph enables it to set off from other text.
To indent paragraphs automatically, drag the top half of the
triangular indent marker of the horizontal ruler to the right of the
desired position.
 To increase or decrease indents by one Tab stop, use the Increase
Indent or Decrease Indent button on the Formatting toolbar.
To create a hanging indent (that indents all lines but the first line
of a paragraph), drag the top half of the triangular indent marker
in the horizontal ruler to the left of the desired position.
4.4.4 Tab Stops
By default, the tab Stops are set at 0.5-inch intervals from the left margin.
To increase or decrease the tab length Choose Home-) Paragraphs sub task
menu and click on the down arrow located near lower right corner to
display the paragraphs formatting submenu. Now click on the Tabs button
located on the lower left corner to display the tabs submenu. The Tab dialog
box appears. Type the length of the tab in inches in the box under Tab stop
position of Tabs dialog box. Click on OK. The insertion point can be
moved to the next tab stop in the current paragraph by pressing the Tab key.
You can also use the horizontal ruler to set a tab stop at a particular position
or to change the way text lines up at a tab stop by simply moving the cursor
to a place on the horizontal ruler and clicking.

Figure 4.7 Tabs dialog box

To set tab stops:
1. Select the paragraph in which you want to set or change tab stops.
2. To set or change the tab alignment, click the Tab Alignment button at
the far left of the horizontal ruler until the tab alignment is the way you
want to be.
To Select the respective Tabs click on:
• Left-aligned tab stops
• Centred tab stops
• Right-aligned tab stops
• Decimal tab stops
To move a tab stop, point to the tab marker and drag it to a new position. To
clear a tab stop, drag the tab marker off the ruler.
Also, you can set precise measurements for tab stops by using the Tabs
command on the Format menu (see the Tabs dialog box Figure).
The spacing between the default Tab Stops can also be changed but this will
affect only the active document. To do this, type or select the distance you
want between the tab stops in the Default Tab Stops box and then click the
OK button in the Tabs dialog box.
4.4.5 Line Spacing
Line Spacing determines the height of each line of text in the paragraph.
The default (single line spacing) depends on the size of the font characters.
Individual line spacing is easy to change.
Choose Home-Paragraphs sub task menu and click on the down arrow
located near lower right corner to display the paragraphs formatting
submenu.. The Paragraph dialog box appears. The Indents and Spacing
tab of the Paragraph dialog box provides a drop-down under Line spacing:
for simple but effective control of the space between lines under most
circumstances.
The preview area demonstrates the relative effect of single, one-and-a-half
and double line spacing. Single spacing causes 12-point line spacing, 1½
line spacing is 18 points and double spaced lines will be 24 points apart.

Figure 4.8 Line spacing menu in the Paragraph dialog box

All these line spacing settings can be made by choosing the appropriate
options from the Line spacing menu in the Paragraph dialog box.
When you use these choices, Word will compensate for graphics,
superscript, and large or small type sizes.
4.4.6 Paragraph Spacing
Word enables each paragraph to give unique before and after
spacing if you wish. The spacing settings can be in points (pt),
inches (in), centimetres (cm) or lines (li). Headings often have
different spacing requirements for body text. For instance,
you may require different before and after spacing designs for
figures and figure captions as well. Also you can have unique
spacing specifications as part of a style, making it easy to keep the look )f
your documents consistent.
Choose Home-Paragraphs sub task menu and click on the lown arrow
located near lower right corner to display the Paragraphs formatting
submenu. The Paragraph dialog box Wars. Use drop down submenu in
Before: and After: under Spacing of the Paragraph dialog box to set the
paragraph spacing.
The advantages of using the Paragraph command are:
1. Spacing before and after paragraphs does not change the point size of
your text.
2. You can use different spacing combinations for different purposes.
3. You can make precise adjustments to the spacing between the various
text elements. For example, you can use paragraph spacing to clarify the
relationship between headings and body text.
4. If the paragraph is moved or deleted, its spacing goes with it. The
paragraph doesn’t leave behind extra blank lines.
5. If you include spacing in the paragraph styles you use to format text,
Word adds the space along with the other formatting. You need not add
blank lines manually.
4.4.7 Borders and Shading
You can add borders, to any side of a paragraph, and you can
add background shading. You can also add borders and
shading to ordinary text and to the paragraphs in table cells
and frames. Choose Home-Paragraphs sub task menu and
click on the button a to display Border and Shading
submenu. The Borders and Shading dialog box appears. Click
on the appropriate borders box after selecting Borders tab to
select border, select Paragraph under Apply to: drop down
submenu, click OK. To shade a paragraph, click on Shading
tab in Borders and Shading dialog box, select appropriate
shade under Fill, and select Paragraph under Apply to: drop
down submenu, click OK.
Figure 4.9 Borders and shading dialog box
INTEXT QUESTIONS
4. The shortcut key to insert a new line:
(a) ENTER
(b) SHIFT+ENTER
(c) ALT+ENTER
5. By default, the Tab stops are set at:
(a) 0.3 inch intervals
(b) 0.4 inch intervals
(c) 0.5 inch intervals
6. State True or False
(a) Single line spacing causes 18 points
(b) Using Standard toolbar, you can have up to 4 columns in a paragraph
(c) Format Painter button on the Standard toolbar is useful in applying a
style.
(d) Heading 1 is a default style
4.5 BULLETED AND NUMBERED LISTS
Bulleted lists and Numbered lists are often used to bring
main points to a reader’s attention.

4.5.1 Creating a Bulleted and Numbered Lists

To create a bulleted or numbered list, use the list features
provided by Word. In this section you will learn how to create
and format bulleted and numbered lists.
1. Click the Bulleted List button or Numbered List button
on the formatting toolbar.
2. Type the first entry and press ENTER. This will create a
new bullet or number on the next line. If you want to start a
new line without adding another bullet or number, hold down
the SHIFT key while pressing ENTER.
3. Continue to type entries and press ENTER twice when you
are finished typing to end the list.
Use the Increase Indent and Decrease Indent buttons on
the formatting toolbar to create lists of multiple levels.
You can also type the text first, highlight the section, and
press the Bulleted List or Numbered List buttons to add the
bullets or numbers.

4.5.2 Creating Nested Lists

To create a nested list, such as a numbered list inside of a bulleted list,
follow these steps:
1. Type the list and increase the indentation of the items that will make up
the nested list by clicking the Increase Indent button for each item.
2. Highlight the items and click the Numbered List button on the
formatting toolbar.
4.5.3 Formatting Bulleted and Numbered Lists
The bullet image and numbering format can be changed by using the
Bullets and Numbering dialog box.
1. Highlight the entire list to change all the bullets or numbers, or Place the
cursor on one line within the list to change a single bullet.
2. Access the dialog box by selecting Home- Paragraphs sub task menu on
the main tab bar or by right-clicking within the list and selecting Bullets or
Numbering command from the shortcut menu as per requirement.

Figure 4.10 Bullets and numbering command

3. Select the list style from one of the choices given, or click the Picture
button to choose a different icon. Click the Numbered tab to choose a
numbered list style.
4. Click OK when finished.
4.6 COPYING TEXT AND MOVING (CUTTING) TEXT
Part of editing process of text is copying or moving text to other locations
of your document. You can use the copy and cut commands to avoid
retyping text in your document. This section deals with the use of clipboard
in copying and moving text within a document or other documents.

4.6.1 The Use of Clipboard Copying Text and Moving

(Cutting) Text
When you copy or cut text, the text is stored in an area of memory called
clipboard and can be pasted back into the document or into any other
document. The last 12 elements that were cut or copied are placed onto
Word’s clipboard. You can view the elements on the clipboard by selecting
Home- Clipboard sub task menu command on the menu bar.
Place the mouse arrow over each element in the clipboard to view the
contents of each item and click on an element to add its contents to the
document. Click Paste All to add all of the items to the document at once.
Click the Clear Clipboard button (the icon with an “X” over the clipboard
image) to clear the contents of the clipboard.
4.6.2 Moving (Cutting) Text
Moving text means to remove (cut) the selected text from one location and
insert it in another location. To move text follows the •steps given below:
1. Select the text that will be moved.
2. Select Hornet Clipboard sub task menu command on the menu bar, or
click the Cut button on the standard tool bar, or press CTRL+X keys. This
will move the text to a clipboard.
3. To paste cut text, move the cursor to the location you want to move the
text to and select Hornet Clipboard sub task menu command on the menu
bar, click the Paste button on the standard toolbar, or press CTRL+V keys.
T move a small amount of text a short distance, the drag-and-drop method
may be quicker. Highlight the text you want to move, [click the selection
with the mouse, drag the selection to the new location, and release the
mouse button.

4.6.3 Copying Text

Copying means to make a copy of the selected text and insert in another
location, leaving the original text unchanged. To copy text, follow the steps
given below:
1. Select the text that will be moved.
2. Select Home- Clipboard sub task menu command on the menu bar, or
click the Cut button on the standard tool bar or press CTRL+X keys. This
will move the text to a clipboard.
3. Choose Home-Clipboard sub task menu command on the menu bar,
click the Copy button on the standard toolbar or press CTRL+C keys to
copy the text to the clipboard.
4.7 SPELLING AND GRAMMAR
The spelling and grammar checkers check for misspelled words or grammar
errors. The red wavy lines will appear underneath misspelled words. The
green wavy lines will appear underneath grammatical errors. This section
deals with the concepts am commands of spelling and grammar corrections
of your document.
Word will automatically check for spelling and grammar errors as you type
unless you turn this feature off. Spelling errors are noted in the document
with a red underline. Grammar errors are indicated by a green underline.

Figure 4.11 MS Word toolbar

To use the spelling and grammar checker, follow these steps:
1. Select button from the main tab bar or press F7 button on the key board.
2. The Spelling and Grammar dialog box will notify you of the first
mistake in the document and misspelled words will be highlighted in red.
3. If the word is spelled correctly, click the Ignore button or click the
Ignore All button if the word appears more than once in the document.
Figure 4.12 Spelling and grammar dialog box
4. If the word is spelled incorrectly, choose one of the suggested spellings in
the Suggestions box and click the Change button or Change All button to
correct all occurrences of the word in the document. If the correct spelling
is not suggested, enter the correct spelling in the Not In Dictionary box
and click the Change button.
5. If the word is spelled correctly and will appear in many documents you
type (such as your name), click the Add button to add the word to the
dictionary so that it will no longer appear as a misspelled word.
As long as the Check Grammar box is checked in the Spelling and
Grammar dialog box, Word will check the grammar of the document in
addition to the spelling. If you do not want the grammar checked, remove
the checkmark from this box. Otherwise, follow these steps for correcting
grammar:
1. If Word finds a grammar mistake, it will be shown in the box as the
spelling errors. The mistake is highlighted in green text.
2. Several suggestions may be given in the Suggestions box. Select the
correction that best applies and click Change.
3. If no correction is needed (Word is often wrong more than it is right),
click the Ignore button.
4.8 PAGE FORMATTING
In this section, you will learn designing pages suiting to your needs. For
instance, the page setup options which included page size and page
orientation etc. are normally set either by you o] by default at the beginning
of the opening a new document. These options are available under Page
Layout tab and can easily be changed at any time according to your needs.

Figure 4.13 Page layout tab

4.8.1 Page Margins
There are two methods by which you can change the page margins of your
document: (a) using ruler and (b) using Page Setup dial box.
(a) Using Ruler
1. Move the mouse over the area where the white ruler changes to grey.

Figure 4.14 Ruler

2. When the cursor becomes a double-ended arrow, click with the mouse
and drag the margin indicator to the desired location.
3. Release the mouse when the margin is set.
b) Using Page Set-up Dialog Box
The margins can also be changed using the Page Setup dialog box:
1. Select Page Layout Tab and click on the command on the menu bar and
choose the Margins button under Page Setup sub task group to display the
margin dialog box.
2. There are six predefined margins namely Normal, Narrow, Moderate,
Wide, Mirrored, Office 2003 Default available for you to select. Either you
can select any one of them as per the requirement or click on the
Customised Margins button to enter margin values in the Top, Bottom,
Left, and Right boxes. The Preview window will reflect the changes.
3. If the document has Headers and/or Footers, the distance this text appears
from the edge of the page can be changed.
4. To apply the changes to the whole document click on the drop-down
arrow next to the Apply to list box and change the option to Whole
document if it do not appear.
5. Click OK when finished.

Figure 4.15 Page layout op ons

4.8.2 Page Size and Orientation
Change the orientation of a page within the Page Setup dialog box.
1. Select Page Layout-Size command on the main tab bar'
and choose from the available the Letter, Legal or A4 size as
per requirement. Should need to look at more options, click
on the More Paper Sizes from the size sub task.

Figure 4.16 Page layout- paper size

2. Select the proper paper size from the drop-down menu.

Figure 4.17 Page portrait or landscape

3. Change the orientation from Portrait or Landscape by
selecting the corresponding button under Orientation
subtask in Page Layout in main tab bar.
Zoom in to the page

Figure 4.18 Zoom op on

1. Select View Tab-Zoom sub task on the main tab bar. The
Zoom dialog box will appear on the screen. Check-mark the
many pages: box under Zoom to in the Zoom dialog box.
Click OK.
2. You will see displaying multiple pages of your document on
the screen. Select the pages to change the orientation.
3. Choose File-Page Setup, and click on the Paper Size tab.
Then click on the orientation option (Landscape or Portrait)
you need for those selected pages.
4. Select Apply to: option in the dropdown box as Selected
text. Click on OK when finished.

Figure 4.19 Zoom Dialog box

4.8.3 Headers and Footers
The header is text that is added to the top margin of every page such as a
document title or page number and footer is text added to the bottom
margin. Follow these steps to add or edit headers and footers in the
document:

Figure 4.20 Page number

1. Select Insert-Header and Footer subtask menu on the main tab bar.
Click on the Header or Footer option as pa the requirement (Fig. 4.21).
2. On selecting Header option, header toolbar will appear and the top of the
page will be highlighted as shown below (Fig 4.22).
3. Type the heading in the Header box. You may use many of the standard
text formatting options such as font face size, bold, italics, etc.

Figure 4.21 Header toolbar

Figure 4.22 Header Toolbar

Similarly you can select the designated command for Footer (Fig. 4.23) and
customized it as per requirement.

Figure 4.23 Footer

4.8.4 Page Numbers
Follow these instructions to add page numbers to a document.

Figure 4.24 Main tab bar

1. Select Insert-Page Numbers from the main tab bar and the following
dialog box will appear.
2. Select the Position of the page numbers by choosing “Top of page” or
“Bottom of page” from the Position dropdown menu.
3. Click OK when finished.

Figure 4.25 Page numbers posi ons

Changing Start Value of Page Numbers in a Document or in a
Particular Section of a Document
To change the starting value of page numbers of a document, follow the
steps given below:
1. Place the cursor on a page of the document. (If your document consist
two or more sections, you may have to place the cursor on a page in that
particular section to change the page numbers from the beginning page of
that section.).
2. Select Insert Page Numbers subtask on the main tab and the Page
Numbers dialog box appears.
3. Uncheck Show number on first page and click on Format in Page
Numbers dialog box. The Page Number Format dialog box appears (Fig.
4.26).

Figure 4.26 Page number format dialog box

4. At the bottom of the Page Number Format dialog box, click on the Start
at option box and increase or decrease the page number value or simply
type a number in the Start at box.
5. Click OK to close Page Number Format dialog box and then click OK to
close Page Numbers dialog box.
4.8.5 Inserting a Page Break
When you are typing along and reach the bottom of a page in a Word
document, a page break will be inserted automatically. The paper size will
determine where automatic page breaks occur. If you wish to end one page
and start another page before the natural page breaks, you should not press
the ENTER key repeatedly in order to move to the next page; Instead,
follow one of the ways given below:
1. Position the insertion point at the line where the page should end. Choose
Insert-Break command from menu bar. The Break dialog box appears (Fig.
4.27). Check-mark Page breaks under Break types in Break dialog box.
Click OK to insert a page break.

Figure 4.27 Page break tab

2. Position the insertion point at the line where the page should end. Press
CTRL+ENTER keys to insert a page break.
4.8.6 Deleting a Page Break
The easiest way to delete page breaks is to find and remove the extra page
break indicator in the document. To do this switch over to Normal view,
click on the Page Break line and press DELETE key to remove the page
break.
INTEXT QUESTIONS
7. The---command in the menu bar is used to access the Bullets and
Numbering dialog box.
8. What is the difference between copying text and moving text?
9. To view the elements on a clipboard, you select---command from the
menu bar.
10. State True or False
(a) Choosing Edit^ Copy command on the menu bar and pressing CTRL+C
keys are different actions.
(b) You cannot use Custom dictionary to remove a word.
(c) You can select synonyms of a word from shortcut menu by right click.
(d) The Spelling and Grammar checker can be activated) by pressing F7
key on the keyboard.
4.9 WHAT YOU HAVE LEARNT
In this lesson you learnt about various features of formatting text. Now you
are in a position to move text from one place to another, and apply different
font and character styles. Also you can apply the grammar and spell-check
features of MS-word.
4.10 TERMINAL QUESTIONS
1. What is the command in the menu bar to change text to Title Case?
2. Explain the steps in inserting a symbol.
3. What is a font face? Mention any two font families.
4. How do you set line spacing in a paragraph?
5. Write the steps for moving text.
6. Write the steps for copying text.
7. What is the use of AutoCorrect feature in Word?
4.11 FEEDBACK TO INTEXT QUESTIONS
1. (a) Beginning of the line
(b) End of the line
(c) Top of the document
(d) End of the document
2. (a) Double-click within the word
(b) Triple-click within the paragraph
(c) Drag the mouse over the words, or hold down SHIFT key while using
the arrow keys
(d) Choose Edit-Select All command on the menu bar or press CTRL+A
keys.
3. (a) False, (b) True, (c) False, (d) True
4. (b) (SHIFT + ENTER keys)
5. (c) 0.5 inch intervals
6. (a) False, (b) True, (c) True, (d) False
7. Format-Bullets and Numbering
8. Copying means to make a copy of the selected text and insert in another
location, leaving the original text unchanged. Moving text means to remove
the selected text from one location and insert it in another location.
9. View-Toolbars-Clipboard
10. (a) False, (b) False, (c) True, (d) True
5 Mail Merge
5.1 INTRODUCTION
A common word processing task is to produce periodic mailings to send to
different people or agencies connected to you or your profession or your
business. The mailings features in Word can help you to organize your
address data, get it into a document, and print it out in the desired format.
The main uses of Word’s Mail Merge features are:
You can merge a list of names and addresses to a single letter
that can be sent to different people in their names and addresses.
You can create categories, a single letter with variable)
information fields in it, or labels.
You can also produce merged documents such as directory lists,
invoices, print address lists, or print addresses on envelopes and
mailing labels.
5.2 OBJECTIVES
After going through this lesson you would be able to:
to create form letters, mailing labels, envelopes
to organize the address data and merging it into a generic
document, and printing the resulting personalized documents to
customize a mail merge
5.3 TYPES OF DOCUMENTS IN MAIL MERGE
Mail Merge requires three types of documents:
(a) Main Document: In a Mail Merge operation, the personalized
document (such as, a standard letter, or envelope, or mailing label) is known
as the main document. It is the document containing the text and graphics
that stay the same for each version of the merged document - for example,
the return address and body of a form letter.
(b) Data Source: Data source is a file that contains the names and
addresses or any other information that vary with each version of a mail-
merge document. For example, a list of names and addresses for a form
letter you want to send to a list of clients or other people.
(c) Merge Document: When you merge the main document with data
source, a third document called merge document will be produced. The
merge document can be merged to the screen to view letters along with
addresses; or directly to the printer to print the letters along with addresses
and print addresses on envelopes or labels; or save as some other file that
can be used later for printing. Inserting the data or information from the
data source in the main document creates the merge document. For
example, insert the merge field «City» in a letter document to have Word
insert a city name, such as “New Delhi” that is stored in the City data field.
Mail Merge or Mailings feature in Word 2007 is available in
Main Tab bar. Click on the ‘Mailings’ tab on the main tab bar
to activate the mailings features and tools, which comprises
subtask such as “Create”, “Start Mail Merge”, “Write &
Insert Fields”, “Preview Results” and “Finish & Merge”

Figure 5.1 Mail merge tab

5.4 MAIL MERGE WIZARD
Mail Merge Wizard, from the main tab Wizard option on the subtask bar.
The Mail Merge wizard guides you through the process of doing a mail
merge. This involves creating and editing main document; creating a new
data file opening an existing data file; and merging the data fields with main
document. To use select Mailings-Start Mail Merge subtask bar. Then
select Step by Step Mail Merge Wizard option on the subtask bar.

Figure 5.2 Mail merge subtask bar

The Mail Merge Wizard menu will appear on the screen. This will help
you to create mail merge documents in customised step manner. The
Wizard has 6 steps to create a mail merge document.

Figure 5.3 Mail merge wizard menu

5.4.1 Select Document Type
In this section you will learn how to select a main document using Mail
Merge Wizard. Selecting a Document Type is the first step towards creating
a mail merger document. Using this option you can choose the type of main
document such as Letters, E-Mail Messages, Envelopes, Labels, Directory.
Most often the standard document type used is Letter. However, it can also
be a mailing label, an envelope etc. To create a simple letter with variable
(current) date, follow these steps:
When you select Letters type, you can use this letter to send to a group of
people with a personalised letter that is received by different people in that
group with different address.

Figure 5.4 Select document type

Select Letters from the options given in the Select Document type box and
click on the “Next: Starting document” located on the lower end of the
Wizard dialog box to move to the next step.
5.4.2 Select Starting Document
1. The 2nd step in the process is to select starting document under Letters
option. There are three options available.
Use the current document: This is to use the current document shown and
use the mail merge features to add recipients address or information. This is
suitable when you already have letter draft for the purpose and just want to
add address of the recipients to the letter.

Figure 5.5 Select star ng document

Start from a Template: Similarly if you don’t have a drafted letter for use,
you can choose for ready to use mail merge template already available with
Word 2007. These templates can be customised as per your requirement.
Start from existing document: If you already have a document available
with you, you can select the exiting mail merge document and make
necessary changes to the content of the letter and/ or recipients.

Figure 5.6 Select template dialog box

Let us select “Start from a Template” and the select a blank document.
When you select this option, Mail Merge Wizard will display the following
sub menu option to select a template. Here you can select various templates
that suit your requirement or you can select a blank document to create your
own customised letter. Let us select “Blank Document” to create our own
customised letter.
2. Leave some space (approximately 6 to 7 lines by pressing! ENTER key)
to insert addresses through merge fields later. Do not type anything in this
space. We will learn how to insert addresses from data source through data
fields later in this unit. You can also insert fields anywhere in the body of
the letter. The following Figure shows an example of form letter created to
send the letters to all the students admitted for DIT programme offered by
National Institute of Open School. We have left some space below the date
to insert name address fields of students. The enrolment number field also
can be inserted at your enrolment number is * later when data source is
ready.
Type the body of the letter.

Figure 5.7 Body of the le er

Save your document.
5.4.3 Creating a Data Source
The 3rd step in Mail Merge Wizard is to select a list of recipients or address
to whom the drafted letter will be addressed and dispatch.
If you do not have existing database information, you must create your own
data source of the fields of information that will 'be inserted into the letter
or any other main document. For example, a Mail Merge letter you have
created earlier might require that you have the following fields in address
list of students as data source: Name, Address1, Address2, City, State,
and PIN Code.

Figure 5.8 Mail merge wizard

In this lesson, you will learn how to create a data source using Mail Merge
Wizard using a Word table or importing your Excel Worksheet.
(a) Creating a Data Source Using Mail Merge Helper
You can use the Mail Merge Wizard to create a Microsoft Word, Excel or
Access database data source.
Follow these steps to create a data source using Mail Merge Wizard: Open a
new blank document if you have not yet created the main document or open
your existing main document.
Figure 5.9 Mail merge wizard
1. Select “Type a new list” from the “Select Recipients" dialog box in
step 3 of the Mail Merge Wizard and then select “Create” option.
2. A dialog box appears to create a list with new set of data such as Title,
First Name, Last Name, Company Name and Address Line 1 and so on.
3. You can start entering data to the respective field as per your requirement
directly into the displayed New Address List dialog box.
4. Should you want to Customise Columns the filed in the new address list
to remove or add any other field as new your requirement, click on the
customised button located on the lower right side of the New Address List
dialog box.

Figure 5.10 customised address list dialog box

5. This will display a list of available data field to which you can add a
customised data filed, delete or rename an existing data field in the list.
Once done click on the “OK button.
6. When you finish specifying the required data fields to the f new address
list, click OK. The Save As dialog box appear
7. Locate the folder that you want to have the data source in, type a file
name, and then click Save As in the Save As dialog box. The file will be
saved with an extension name .mdb (Microsoft Database).
(b) Editing Existing Data Records
To edit the existing data records in the data source files follow these steps:
1. Open the data source file and then select Use an existing list option from
the Select Recipients dialog box displayed in step 3 of the Mail Merger
Wizard. The toolbar will appear h on the screen.
2. Now click on the Browse option to display the Select Data Source
dialog box. Now search the folder where you have stored the data file
which you want to use and the click on, Open button to access the data file.
3. You can open various data file format such as Access database, Excel
files, Word File, Rich Text format etc.
Figure 5.11 Data record dialog box
4. Once the data file is selected, based of the type of data file is selected,
Mail Merger will ask you to define how to distinguish between data fields
and data record.
5. Once it is done, the data file will be loaded in to Mail Merger and you
can now click on Edit Recipient List button to be able to edit the list as per
your requirement.
6. To locate a data record that you want to change, move to the record
number you want change its contents by clicking the arrow keys or typing
the record number; or click Find, and then search for information that you
know the record-contains.
7. Edit the records that you want to change and save the changes.
(c) Creating a Data Source Using Word Table
In fact, the Mail Merge Wizard guides you step by step through setting up a
Word table that contains your names, addresses, and other data. Instead of
taking advantage of Mail Merge Wizard, you can also create a data source
by entering field names and data directly in a Word table. Follow these
steps to do this:
1. Insert a table by selecting tab Insert-Table command on the main tab bar
and create a table as given below.
2. Type the data field names on the top row of the table. Start typing the
data records from the second row.
3. When you finish entering all the data records, save the table as a Word
document. Your data source document is ready.
Enrol. No. Name Add 1 Add 2 City State PIN
01785679 Ram 13,7th Main Vijaya Nagar Bangalore Karnataka 560040
Road
01785680 Lakshmi Rampur (Vill), Shadipur [Post] Chittoor Andhra 571131
(Dist) Pradesh
01785681 Renu 85A Pocket-K Sheikh Sarai- New Delhi 110030
II
01785682 Khan 76 Main Road Vidya Nagar Lucknow Uttar Pradesh
(d) Using Excel Worksheet to Create a Data Source
You can also use Excel program to create a data source. Follow these steps
do this.
1. Start Excel program. Open Worksheet.
2. Type the data field names on the top row of the worksheet. Start typing
the data records from the second row.
3. When you finish entering all the data records, save the worksheet.
4. Select the data field names and data records you typed in, the worksheet,
and then click on Copy button in the, standard toolbar. Close the file and
then exit Excel program.
5. Open Word program. Open a new document and then click on Paste
button. The data will be copied to word document in a table form. Save the
document. Your data source1 document is ready.
5.4.4 Merging Documents
Once if you have created your main document and data source document,
the next two steps in mail merge are to insert merge fields in the main
document and then merge data in the mail document.
To merge the fields in the main document you may have to do some editing
in the main document.
Follow these steps all defined in the step 4 of the Mail Merge Wizard to do
this:
1. Click on the location of your letter where you want the addresses to be
displayed and then
2. Select Address Book option on the dialog box displayed in step 4 of the
Mail Merge Wizard. The Mail Merge Wizard displays the Insert Address
Blok dialog box.
Figure 5.12 insert address block dialog box
3. Using Insert Address Block you can select the individual address field
to be inserted into the main letter.

Figure 5.13 Le er
Letter in Fig. 5.13 is given below:
14 October 2001
To
Name
Add. 1
Add 2
City
State
PIN Code (PIN)
Dear Student,
We are happy to inform you that you Have been admitted for the Diploma
m information
Technology offered by National Open School Your enrolment number is
<Enrol. No.>.
Quote this number for all your correspondence with the School or writing
assignments or
Waiting termed examinations
With best wishes.
Director (Admissions)
National Open School
New Delhi
4. After you complete the main document and insert all of the merge fields,
click on the Office Button to save Save As option. Now select “Word
Document” to save the file as a Word 2007 document or Select “Word 97-
2003 Document” to save it as Word 97 or 2003 compatible document.
Name the document, and then click Save. Now your main document will
work as merge document.
5.4.5 Merging the Data into the Main Document
Merging the data into the main document is the last step of the Mail Merge
Wizard. Click on the « or » button to display the preview of the main letter
with address data before you close the merge document and take the
printout of the letter.

Figure 5.14 Mail merge- preview le er

Once finished click on the “Next: Complete the Merge” option the dialog
box to complete the merging process.

Figure 5.15 complete merging dialog box

5.5 CREATING MAILING LABELS BY MERGING AN ADDRESS LIST
If you have already created a data source (say address list) as explained
earlier, it is easier to merge this address list with your main document that
can be used as mailing labels.
Create the Main Document: Click on New on the Standard toolbar. Then
select Mailings-Start Mail Merge subtask on the main tab bar. Under sub
task Start Mail Merge, select Labels. The Microsoft Word will display
the Label Options dialog box.

Figure 5.16 label op ons dialog box

In the Label Options dialog box, select the type of printer and labels you
want to use, and then click OK. (If the type of labels that you want to use is
not listed in the Product number box, you can create your own custom
labels.). Click on the New Label button to create a customized label as per
the requirement.
Open the Data Source: Once you finished selecting the label type and
format for use, it is now time to select the data source from where the data
will get added to the labels. In the main tab bar, under Mailings tab, click
Select Recipients, and then click on Type New List or Use Existing List
or Select from Outlook Contacts depending on whether you want to create
new address list or use and exiting one.
Select Use Existing List to display the Select Data Source dialog box.
Browse to the location where you have created your data source (address
list), and then click Open button.
You can open various data file format such as Access database, Excel files,
Word File, Rich Text format etc.
Figure 5.17 Header record delimiters
6. Once the data file is selected, based of the type of data file is selected,
Mail Merger will ask you to define how distinguish between data fields and
data record.
7. Once it is done, the data file will be loaded in to Mail Merger and you
can now click on Edit Recipient List button under the sub task Start Mail
Merge to be able to edit the list as per your requirement.
8. To locate a data record that you want to change, move to the record
number you want change its contents by clicking the arrow keys or typing
the record number; or click Find, and then search for information that you
know the record1 contains.
9. Edit the records that you want to change and save the changes.
10. Select Mailings-Write & Insert Fields sub-task and click on the Insert
Merge Field to insert merge fields where you want to merge addresses
from the data source to be inserted on the labels document. Click Insert
Merge Field and then click the field name you want to be inserted and click
OK. The selected data field or filename will get inserted on to the labels
document and you can continue selecting the entire set of data field name
you want to appear on the label document.
Figure 5.18 menu bar- insert merge field
11. Merge the Data into the Main Document: In the Mailings tab bar,
click on the Preview Results to display the merged labels with actual data
from the selected data source before the labels are printed. This will help
you to view the label as they will get printed and take any corrective
measures if required before the labels are finally printed. You can also move
around the set if data fields to preview all the labels using < and > button
available under Preview-Results sub-task.

Figure 5.19 MS Word menu bar

12. Merge the data with the document. If you want to send the merged
labels directly to a printer, click Finish & Merge sub-task under Mailings
tab, and then click Print Documents.
13. The merged labels will be printed and will look like

Figure 5.20 Merged labels

5.6 CREATING ENVELOPES BY MERGING AN ADDRESS LIST
If you have already created a data source (say address list) as explained
earlier, it is easier to merge this address list with your envelopes so that you
can directly print the addresses in the envelopes (instead of printing the
address labels on stickers and then sticking them on the envelopes) for
mailing purpose. You can do this in 4 steps:
1. Create the Main Document: Click New Blank Document on the
Standard toolbar. Select
Mailings-Start Mail Merge subtask on the main tab bar. Under sub task
Start Mail Merge, select Envelopes. The Microsoft Word will display the
Envelop Options dialog box.

Figure 5.21 envelop op ons dialog box

2. On the Envelope Options tab, select the envelope size you want from a
variety of predefined sizes given under Envelope size: drop down box, and
adjust the address format and position on the envelope. (If the envelope size
that you want to use is not listed in the Envelope size: box, you can create
your own custom envelope by selecting Custom size under Envelope size:
drop down box in the Envelope Options dialog box.) Click on the Printing
Options tab, and make sure that the selected envelope feed options are
correct for your printer, and then click OK.
Figure 5.22 Envelope op ons dialog box
3. Open the Data Source: Once you finished selecting the label type and
format for use, it is now time to select the data source from where the data
will get added to the labels. In the main tab bar, under Mailings tab, click
Select Recipients, and then click on Type New List or Use Existing List
or Select from Outlook Contacts depending on whether you want to create
new address list or use and exiting one.
4. Select Use Existing List to display the Select Data Source dialog box.
Browse to the location where you have created your data source (address
list), and then click Open button.
5. You can open various data file format such as Access database, Excel
files, Word File, Rich Text format etc.

Figure 5.23 header record delimiters dialog box

6. Once the data file is selected, based of the type of data file is selected,
Mail Merger will ask you to define how to distinguish between data fields
and data record.
7. Once it is done, the data file will be loaded in to Mail Merger and you
can now click on Edit Recipient List button to be able to edit the list as per
your requirement. .
8. To locate a data record that you want to change, move to the record
number you want change its contents by clicking the arrow keys or typing
the record number; or click Find, and then search for information that you
know the record contains.
9. Edit the records that you want to change and save the changes.
10. In Mailings Tab under Write & Insert Fields sub-task, click on the
Insert Merge Field to insert merge fields where you want to merge
addresses from the data source to be inserted on the labels document. Click
Insert Merge Field and then click the field name you want to be inserted
and click OK. The selected data field or filename will get inserted on to the
envelope and you can continue selecting the entire set of data field name
you want to appear on the envelope document.
Figure 5.24 MS Word menu bar- insert merge field
11. Merge the Data into the Main Document: In the Mailings tab bar,
click on the Preview Results to display the merged labels ' with actual data
from the selected data source before the labels are printed. This will help
you to view the label as they will get printed and take any corrective
measures if required before the labels are finally printed. You can also move
around the set if data fields to preview all the labels using < and > button
available under Preview Results sub-task.

Figure 5.25 MS Word sub menu bar

12. Merge the data with the document. If you want to send the merged
labels directly to a printer, click Finish & Merge sub-task under Mailings
tab, and then click Print Documents.

Figure 5.26 finish and merge sub-task

INTEXT QUESTIONS
1. What is the difference between main document and merge
document in Main Merge?
2. In Mail Merge, a data source can be created using---or---.
3. You can merge the data records to---or---.
4. To send the merged documents for electronic mailing, it is
necessary that your computer has the--- connection.
State True or False
a. Using Word’s Mail Merge features you can merge address list in a single
letter that can be sent to different people but you cannot insert variable
fields in the body text of the letter.
b. It is not possible to send the merged documents for fax without Fax
machine connected to your computer.
c. The data records created in a worksheet using Excel cannot be used as a
data source for Mail Merge.
5.7 WHAT YOU HAVE LEARNT
In this lesson you learnt about the use of mail-merge in MS-Word
environment. Now you can merge a list of names and addresses b a single
letter that can be sent to different people in their names and address.
Secondly, you can create categories, a single letter with variable
information fields in it, or labels. Finally, you can produce merged
documents such as directory lists, invoices and address lists. Print addresses
print on envelopes or mailing labels.
5.8 TERMINAL QUESTIONS
1. Briefly explain the following: (a) Main document, (b) Data source, and
(c) Merge document.
2. Write any two features of Mail Merge.
3. Explain steps in creating a main document for form letter.
4. Write steps in editing existing data records in Main Merge.
5. How do you create a data source using Word table?
5. Write steps in using Excel worksheet as a data source for your Mail
Merge.
5.9 FEEDBACK TO INTEXT QUESTIONS
1. In a Mail Merge operation, the personalized document (such as a letter) is
called as the main document. When you merge the main document with
data source, a third document called merge document will be produced.
2. Mail Merge Helper or Word Table.
3. A new document or printer.
4. Internet
5. (a) False (b) True (c) False
6. Basics of Spreadsheet
6.1 INTRODUCTION
A spreadsheet is a large sheet having data and information' arranged in rows
and columns. As you know, Excel is one of the most widely used
spreadsheet applications. It is a part of Microsoft Office suite. Spreadsheet
is quite useful in entering, editing, analysing and storing data. Arithmatic
operations with, numerical data such as addition, subtraction, multiplication
and division can be done using Excel. You can sort numbers/ characters
according to some given criteria (like ascending! descending etc.) and use
simple financial, mathematical and statistical formulas.
6.2 OBJECTIVES
After going through this lesson you would be able to:
explain the basic features of MS Excel 2007
set up pages and their printing
modify a worksheet
enter and edit data in a worksheet
work on keyboard shortcuts
6.3 FEATURES OF SPREADSHEETS
There are a number of features that are available in Excel to make your task
easier. Some of the main features are:
1. AutoSum - helps you to add the contents of a cluster of adjacent cells.
2. List AutoFill - automatically extends cell formatting when a new item is
added to the end of a list.
3. AutoFill - allows you to quickly fill cells with repetitive or sequential
data such as chronological dates or numbers, and repeated text. AutoFill can
also be used to copy functions. You can also alter text and numbers with
this feature.
4. AutoShapes toolbar will allow you to draw a number of geometrical
shapes, arrows, flowchart elements, stars and more. With these shapes you
can draw your own graphs.
5. Wizard - guides you to work effectively while you work by displaying
various helpful tips and techniques based on what you are doing.
6. Drag and Drop - it will help you to reposition the data and text by
simply dragging the data with the help of mouse.
7. Charts - it will help you in presenting a graphical representation of your
data in the form of Pie, Bar, Line charts and more.
8. PivotTable - it flips and sums data in seconds and allows you to perform
data analysis and generating reports like periodic financial statements,
statistical reports, etc. You can also analyse complex data relationships
graphically.
9. Shortcut Menus - the commands that are appropriate to the task that you
are doing will appear by clicking the right mouse button.
6.4 FEATURES OF MS EXCEL 2007
(a) Results-oriented user interface
The new results-oriented user interface makes it easy for you to work in
Microsoft Office Excel. Commands and features that were often buried in
complex menus and toolbars are now easier to find on task-oriented tabs
that contain logical groups of commands and features. Many dialog boxes
are replaced with drop-down galleries that display the available options, and
descriptive tooltips or sample previews are provided to help you choose the
right option.
(b) More rows and columns, and other new limits
The grid of Excel 2007 is having 1,048,576 rows and 16,384 columns. Thus
it provides a user with 1,500% more rows and 6,300% more columns than
the Microsoft Office Excel 2003. The last column in Excel 2007, is XFD
instead of IV in Excel 2003. The number of cell references per cell is
increased to limit as maximum available memory. The formatting types are
also, increased to unlimited number in the same workbook compared to the
earlier limit of four thousand types of formatting,
(c) Office themes and Excel styles
By the help of a specific style, in Excel 2007, the data can be quickly
formatted in the worksheet by the help of a theme. You can share themes
across other releases of Office 2007 e.g. Word 2007, Power point 2007.
Applying a theme: Themes are used to make great-looking documents. A
theme is defined as a predefined set of colors, lines, fonts and fills effects.
Theme can be applied to a specific,' item like tables, charts or it can also be
applied to entire workbook.
Using styles: A predefined theme based format is called style! It can be
applied to change the appearance of Excel charts, tables, PivotTables,
diagrams or shapes. Styles can be customized to meet user specific
requirements. It is important to note that in case of charts you cannot create
your own styles, but you can use preexisting styles.
(d) Rich conditional formatting
It is easy to use and apply conditional formats. A few tricks are required to
observe the relationships in data, which helps to great’ extent for analysis
purposes.
Important data trends and exceptions can be easily observed by the help of
implementation and management of multiple conditional formatting rules
which apply rich visual formatting in the form of data bars, gradient colors,
and icon sets to data that meets those rules.
(e) Easy formula writing
Some improvements that make formula writing much easier are as given
below
Resizable formula bar: To prevent the formulas to cover the other data in
worksheet, the formula bar automatically resizes to accommodate complex,
long formulas. More levels of nesting can be used to write longer formulas
as an enhanced feature of earlier versions of Excel.
Function AutoComplete: Function AutoComplete feature helps to write
the proper formula syntax more quickly. It helps in detecting the functions
that you want to use and helps in completing the formula.
Structured references: Excel 2007 provides structured references to refer
the named ranges and tables in a formula. This is in addition to the cell
references, like D1 and A1C1.
Easy access to named ranges: You can organize, update and handle
multiple named ranges in a central location by the help of Excel 2007. This
helps you to work on your worksheet, interpret its data and formulas.
(f) Improved sorting and filtering Inhanced filtering and sorting
techniques of Excel can be used to arrange worksheet data more quickly to
find the desired answers. In Excel 2007 you can sort data by color and by
more than 3 levels.
You can also filter data by color or by dates, display more than 1000 items
in the AutoFilter drop-down list, select multiple items to filter, and filter
data in PivotTables.
6.5 STARTING EXCEL
1. Click on (with the help of mouse) the Start button on the Taskbar at the
bottom left corner of the Screen
2. Highlight the All Programs item. The program menu will open.
3. Select Microsoft Office from the list of programs, (these! steps are
shown Figure 6.1)
4. Click on Microsoft Excel
Symbolically these actions are shown below.
Select Start-All Programs-Microsoft Office-Microsoft Excel 2007
commands from your menu bar.

Figure 6.1 opening MS excel 2007 through start menu

Throughout the text of your lessons on MS Excel we will be showing the
symbolic indicate the direction (steps) you have to follow.
You can also start Excel 2007 through run menu as shown below in figure
6.2.

Figure 6.2 start menu- run dialog box

Type excel in the open text box and click OK button. It will start MS Excel
2007.
6.6 EXCEL WORKSHEET
Excel allows you to create worksheets much like paper ledgers that can
perform automatic calculations. Each Excel file is workbook that can hold
many worksheets. The worksheet is grid of columns (designated by letters)
and rows (designated by numbers). The letters and numbers of the columns
and rows (called labels) are displayed in gray buttons across the top and left
side of the worksheet. The intersection of a column and a row is called a
cell. Each cell on the spreadsheet has a cell address that is the column letter
and the row number. Cells can contain text, numbers, or mathematical
formulas.

Figure 6.3 Excel worksheet

6.6.1 Selecting, Adding and Renaming Worksheets
The worksheets in a workbook are accessible by clicking the worksheet
tabs just above the status bar. By default, three worksheets are included in
each workbook. One can add more worksheet in a workbook also. To do
that
Insert a new worksheet
To quickly insert a new worksheet at the end of existing worksheets
Click the Insert Worksheet tab as shown below (encircled with blue circle)

Figure 6.4 Insert worksheet tab

To insert a new worksheet before an existing worksheet,
Select the worksheet before which you want to insert a new worksheet then
follow steps as 1. Select Home tab 2. Click cells Group 3. Click Insert
4. Click Insert Sheet Say if you want to insert a new worksheet before a
sheet name Physics
Figure 6.5 MS Excel manu bars
A new sheet by the name sheet 1 is added before the work sheet named
Physics.
Alternative Method to Insert a new worksheet
Right click on the sheet before which you want to insert a new sheet
Select Insert Option from Pop up Menu

Figure 6.6 Insert op on

To rename a worksheet
1. To rename a worksheet follow the steps as
2. Right click on the worksheet tab which you want to rename
3. Select rename from the Pop Up menu
4. Type new name for the Worksheet (Chemistry in our example)

Figure 6.7 Rename excel worksheet

6.7 SELECTING CELLS AND RANGES
To enter data into your worksheet you must first have a cell or chage
selected. When you open an Excel worksheet, cell A1 is already active. An
active cell will appear to have a darker border around it than other cells on
the worksheet. The simplest way to select a cell is with your mouse pointer.
Move your mouse to the desired cell and click on it with right button.
Whatever you type goes into the cell. To select a range of cells, click on one
cell, hold down the left mouse button and drag the mouse pointer to the last
cell of the range you want to select. You can also use keyboard shortcuts
given at the end of this lesson for selecting cells.
Another way to select particular range of cells is
1. Go to Name Box
2. Select range by typing (A1:C5)
3. Press Enter
4. All the cells between range A1 to C5 will be selected.
Stops are explained pictorially as
Figure 6.8 Excel worksheet
Excel worksheet in Fig. 6.8 is as follows:
Name Teacher Roll no Subjects Result
Mr.J.L. Bakshi Mr. Sohan Singh 1 Mathematics Pass
Mrs. Champa Bakshi Ms.Kaushalya 2 English Pass
Tarun Bakshi Mr. K K Puri 3 Mathematics Pass
Arun Bakshi Or. Bansi Lai Arora 455 Computer Pass
Science
Pawan Sharma Dr. K.P Chinda 6 Sanskrit Pass
Deepak Kumar Mr, Tulsi Ram 7 Management Pass
Jaya Bakshi Ms. Raj Gupta 8 Home Science Pass
Neeraj Sharma Mr.K.K Puri 9 Sanskrit Pass
Neelam Sharma Dr. Ajav Arora 10 Management Pass
Gunjan Gautam Ms Raj Gupta 11 Computer Pass
Science
Ishu Mr. Dalip Singh 12 English Pass
Chhavi Bakshi Ms. Ketki 13 Music and Dance Pass
Mohlt Sharma Mr. Preeti Sehgal 14 Hindi Pass
Chiku Ms Anupma 16 GK Pass
Nishu Ms. Sharbani 18 Science Pass

6.8 NAVIGATING THE WORKSHEET

You can advance through your worksheet by rows with the vertical scrollbar
or by columns with the horizontal scrollbar. When you click and drag the
thumb tab on the scrollbar, a Screen Tip will appear alongside the bar
identifying the row or column to which your view is advancing.
Move or scroll through a worksheet
We can scroll through worksheet by different ways. One can use mouse,
scroll bar or arrow keys to move between cells and to different areas of the
worksheet.
To move between cells on a worksheet, click any cell or use the arrow keys.
When you move to a cell, it becomes the active cell.
Scroll and zoom by using the mouse
Some mouse devices and other pointing devices, such as the Microsoft
IntelliMouse pointing device, have built-in scrolling and zooming
capabilities that you can use to move around and zoom in or out on your
worksheet or chart sheet (chart sheet: A sheet in a workbook that contains
only a chart. A chart sheet is beneficial when you want to view a chart or a
PivotChart report separately from worksheet data or a PivotTable report.).
You can also use the mouse to scroll in dialog boxes that have drop-down
lists with scroll bars.
6.9 DATA ENTRY
You can enter various kinds of data in a cell.
1. Numbers: Your numbers can be from the entire range of numeric values:
whole numbers (example, 25), decimals (example, 25.67) and scientific
notation (example, 0.2567E+2). Excel displays scientific notation
automatically if you enter a number that is too long to be viewed in its
entirety in a cell. You may also see number signs (# # # # # #) when a cell
entry is too long. Widening the column that contains the cell with the above
signs will allow you to read the number.
2. Text: First select the cell in which data has to be entered and type the
text. Press ENTER key to finish your text entry. The text will be displayed
in the active cell as well as in the Formula bar. If you have numbers to be
treated as text use an apostrophe (‘) as the first character. You cannot do
calculations with these kind of data entry.
3. Date and Time: When you enter dates and times, Excel converts these
entries into serial numbers and kept as background information. However,
the dates and times will be displayed to you on the worksheet in a format
opted by you.
4. Data in Series: You can fill a range of cells either with the same value or
with a series of values with the help of AutoFill.
6.10 EDITING DATA
Editing your Excel worksheet data is very easy. You can edit your data by
any of the following ways:
1. Select the cell containing data to be edited. Press F2. Use, Backspace key
and erase the wrong entry. Retype the; correct entry.
2. Select the cell and simply retype the correct entry.
3. If you want only to clear the contents of the cell, select the cell and press
Delete key.
4. To bring back the previous entry, either click on Undo button on standard
Toolbar or select Edit-Undo command or use keyboard shortcuts
CTRL+Z.
6.11 CELL REFERENCES
Each worksheet contains a number of columns and rows. Each cell of the
worksheet has a unique reference. For example, A8 refers to the cell
containing column number A and row-number 8
6.12 FIND AND REPLACE DATA IN A WORKSHEET
You may want to locate a number or text that is already typed in the
worksheet. This* is done through Home Tab-Find. You can also locate
your data and replace with new data with Home Tab-Find-Replace

Figure 6.9 Home tab- find tab

6.13 MODIFYING A WORKSHEET

6.13.1 Insert Cells, Rows, Columns and Delete Cells Insert

blank cells on a worksheet
Select the cell or the range (range: Two or more cells on a sheet.
The cells in a range can be adjacent or nonadjacent.) of cells
where you want to insert the new blank cells. Select the same
number of cells as you want to insert. For example, to insert five
blank cells, you need to select five cells.
On the Home tab, in the Cells group, click the arrow next to
Insert, and then click Insert Cells.
You can also right-click the selected cells and then click Insert
on the shortcut menu.
In the Insert dialog box, click the direction in which you want to
shift the surrounding cells.
Insert rows on a worksheet
1. Do one of the following:
To insert a single row, select the row or a cell in the row above which you
want to insert the new row. For example, to insert a new row above row 5,
click a cell in row 5.
To insert multiple rows, select the rows above which you want to
insert rows. Select the same number of rows as you want to
insert. For example, to insert three new rows, you need to select
three rows.
To insert nonadjacent rows, hold down
CTRL while you select nonadjacent rows.
2. On the Home tab, in the Cells group, click the arrow next to Insert, and
then click Insert Sheet Rows.
Insert columns on a worksheet
1. Do one of the following:
To insert a single column, select the column or a cell in the
column immediately to the right of where you want to insert the
new column. For example, to insert a new column to the left of
column B, click a cell in column B.
 To insert multiple columns, select the columns immediately to
the right of where you want to insert columns. Select the same
number of columns as you want to insert. For example, to insert
three new columns, you need to select three columns.
To insert nonadjacent columns, hold down CTRL while you select
nonadjacent columns.
2. On the Home tab, in the Cells group, click the arrow next to Insert, and
then click Insert Sheet Columns.
Delete cells, rows, or columns
1. Select the cells, rows, or columns that you want to delete.
2. On the Home tab, in the Cells group, do one of the following:
To delete selected tells, click the arrow
next to Delete, and then click Delete Cells.
To delete selected rows, click the arrow next to Delete, and then
click Delete Sheet Rows.
To delete selected columns, click the arrow next to Delete, and then click
Delete Sheet Columns.
3. If you are deleting a cell or a range of cells, in the Delete dialog box,
click Shift cells left, Shift cells up, Entire row, or Entire column.
6.13.2 Resizing Rows and Columns
Set a column to a specific width
1. Select the column or columns that you want to change.
2. On the Home tab, in the Cells group, click Format.
3. Under Cell Size, click Column Width.
4. In the Column width box, type the value that you wan..
Change the column width to fit the contents
1. Select the column or columns that you want to change.
2. On the Home tab, in the Cells group, click insert Format.
3. Under Cell Size, click AutoFit Column Width.
To quickly autofit all columns on the worksheet, click the Select All button
and then double click any boundary between two column headings.
Match the column width to another column
1. Select a cell in the column.
2. On the Home tabi in the Ciipboard group, click Copy, and then select
the target column.
3. On the Home tabi in the Ciipboard group, click the arrow below Paste,
and then click Paste aboard Special.
4. Under Paste, select Column width.
Change the width of columns by using the mouse
Do one of the following:
To change the width of one column, drag the boundary on the
right side of the column heading until the column width changes
to the desired size that you want.
To change the width of multiple columns, select the columns that
you want to change, and then drag a boundary to the right of a
selected column heading.
To change the width of columns to fit the contents, select the
column or columns that you want to change, and then double-
click the boundary to the right of a selected column heading.
To change the width of all columns on the worksheet, click the Select All
button, and then drag the boundary of any column heading.
Set a row to a specific height
1. Select the row or rows that you want to change.
2. On the Home tab, in the Cells group, click Format.
3. Under Cell Size, click Row Height.
4. In the Row height box, type the value that you want.
Change the row height to fit the contents
1. Select the row or rows that you Want to change,
2. On the Home tab, in the Cells group, click Format.
3. Under Cell Size, click AutoFit Row Height.
To quickly autofit all rows on the worksheet, click the Select All button and
then double-click the boundary below one of the row headings.
Change the height of rows by using the mouse
Do one of the following:
To change the row height of one row, drag the boundary below the row
heading until the row is the height that you want.
To change the row height of multiple row, select the rows that you want to
change, and then drag the boundary below one of the selected row
headings.
To change the row height for all rows on the worksheet, click the Select All
button, and then drag the boundary below any row heading.
To change the row height to fit the contents, double-click
6.13.3 Move or copy entire cells
When you move or copy a cell, Excel moves or copies the entire cell,
including formulas and their resulting values, cell formats, and comments.
1. Select the cells that you want to move or copy.
2. On the Home tab, in the Clipboard group, do one of the following:
To move cells, click Cut Keyboard shortcut or CTRL+X.
To copy cells, click Copy. Keyboard shortcut or CTRL+C.
3. Select the upper-left cell of the paste area.
4. On the Home tab, in the Clipboard group, click Paste Or CTRL+V.
Move or copy entire cells by using the mouse
By default, drag-and-drop editing is turned on so that you can use the
mouse to move and copy cells.
1. Select the cells or range of cells that you want to move or copy.
2. Do one of the following:
To move a cell or range of cells, point to the border of the
selection. When the pointer becomes a move pointer, drag the
cell or range of cells to another location.
To copy a cell or range of cells, hold down CTRL while you
point to the border of the selection. When the pointer becomes a
copy pointer, drag the cell or range of cells to another location.
Insert moved or copied cells between existing cells
1. Select the cell or range of cells that contains the data that you want to
move or copy.
2. On the Home tab, in the Clipboard group, do one of the following:
To move the selection, click Cut press CTRL+X.
To copy the selection, click Copy or press CTRL+C.
3. Right-click the upper-left cell of the paste area, and then click Insert Cut
Cells or Insert Copied Cells on the shortcut menu.
4. In the Insert Paste dialog box, click the direction in which you want to
shift the surrounding cells.
Prevent copied blank cells from replacing data
1. Select the range of cells that contains blank cells.
2. On the Home tab, in the Clipboard group, click Copy.
Keyboard shortcut You can also press CTRL+C.
3. Select the upper-left cell of the paste area.
4. On the Home tab, in the Clipboard group, click the arrow below Paste,
and then click Paste
Special.
5. Select the Skip blanks check box.
Move or copy the contents of a cell
1. Double-click the cell that contains the data that you want to move or
copy.
2. In the cell, select the characters that you want to move or copy.
To select the Do this
contents of a cell
In the cell double-click the cell, and then drag across the
contents of the cell that you want to select.
In the formula bar Click the cell, and then drag across the contents of
the cell that you want to select in the formula bar.
By using the Press F2 to edit the cell, use the arrow keys to
keyboard position the insertion point, and then press
SHIFT+ARROW key to select the contents.
3. On the Home tab, in the Clipboard group, do one of the following:
To move the selection, click Cut
To copy the selection, click Copy
4. In the cell, click where you want to paste the characters, or double-click
another cell to move or copy the data.
5. On the Home tab, in the Clipboard group, click Paste
6. Press ENTER.
Copy cell values, cell formats, or formulas only
When you paste copied data, you can do any of the following:
Convert any formulas in the cell to the calculated values without
overwriting the existing formatting.
Paste only the cell formatting, such as font color or fill color
(and not the contents of the cells).
Paste only the formulas (and not the calculated values).
1. Select the cell or range of cells that contains the values, cell formats, or
formulas that you want to copy.
2. On the Home tab, in the Clipboard group, click Copy.
3. Select the upper-left cell of the paste area or the cell where you want to
paste the value, cell format, or formula.
4. On the Home tab, in the Clipboard group, click the arrow below Paste,
and then do one of the cupboard following:
To paste values only, click Paste Values.
To paste cell formats only, click Paste Special, and then click
Formats under Paste.
To paste formulas only, click Formulas.
Drag and Drop
If you are moving the cell contents only a short distance, the drag-and-drop
method may be easier. Simply drag the highlighted border of the selected
cell to the destination cell with the mouse.
Freeze Panes
If you have a large worksheet with column and row headings, those
headings will disappear as the worksheet is scrolled. By using the Freeze
Panes feature, the headings can be visible at all times.
1. Click the label of the row below the row that should remain frozen at the
top of the worksheet.
2. Select View Tab-Window Group on ribbon Freeze Panes-Freeze
Panes
3. To remove the frozen panes, View Tab-Window Group on ribbon-
Freeze Panes-Unfreeze Panes

Figure 6.10 View Tab-Window Group on ribbon-Freeze Panes-Unfreeze

Panes
Freeze panes has been added to row 2 in the image above. Notice that the
row numbers skip from 1 to 11. As the worksheet scrolled, rows 1 will
remain stationary while the remaining rows will move. Following similar
steps you can Freeze or Unfreeze selected columns.
Figure 6.11 Freeze or unfreeze panes
The text in Fig. 6.11 is as follows:
Unfreeze Panes- Unlock aft rows and columns to scroll
through the entire worksheet.
Freeze Top Row- Keep the top row visible while scrolling
through the rest of the worksheet.
Freeze First Column- Keep the first column visible while
scrolling through the rest of the worksheet.
Unfreeze Panes option will come only if the respective panes
are already Freeze.
6.14 PAGE BREAKS
To set page breaks within the worksheet, select the row you
want to appear just below the page break by clicking the row’s
label.
Then choose Page Layout-Setup Group—Breaks—Input
Page Break. Excel will start a new page from the row selected.
Figure 6.12 Page Layout-Setup Group—Breaks—Input Page Break tab
6.15 PAGE SETUP
Select File—Page Setup from the menu bar to format the
page, set margins, and add headers and footers.
1. Page: The page option allows you to set the paper size
orientation of the data, scaling of the area, print quality, etc.
Select the Orientation under the Page tab in the Page Setup
window to make the page Landscape or Portrait. The size of
the worksheet on the page can also be formatted using
Scaling. To force a worksheet to print only one page wide so
that all the columns appear on the same page, select Fit to 1
page(s) wide.

Figure 6.13 Page setup of excel worksheet

2. Margins: Change the top, bottom, left, and right margins by
selecting Margins from the page setup group of page Layout
Tab. Enter values in the header and footer fields to indicate
how far from the edge of the page this text should appear.
Check the boxes for centering horizontally or vertically on the
page.

Figure 6.14 page setup group of page Layout Tab

There are three predefined margin settings. You can choose
from them or you can also customize the margins as shown
by the following diagram.

Figure 6.15 customize margins

3. Add or change the header or footer text: For worksheets,
you can work with headers and footers in Page Layout view.
For other sheet types, such as chart sheets or for embedded
charts, you can work with headers and footers in the Page
Setup dialog box.
Add or change the header or footer text for a worksheet in
Page Layout view
1. Click the worksheet to which you want to add headers or
footers, or that contains headers or footers that you want to
change.
2. On the Insert tab, in the Text group, click Header &
Footer.
3. Do one of the following:
To add a header or footer, click the left, center, or
right header or footer text box at the top or at the
bottom of the worksheet page.
To change a header or footer, click the header or
footer text box at the top or at the bottom of the
worksheet page that contains header or footer text,
and then select the text that you want to change.
4. Type the text that you want.
To close the headers or footers, click anywhere in the
worksheet, or press ESC.
5. Sheet tab has the option to select the area to be printed
(that is, range of cells). Check Gridlines if you want the
gridlines dividing the cells to be printed on the page. If the
worksheet is several pages long and only the first page
includes titles for the columns, select Rows to repeat at top
to choose a title row that will be printed at the top of each
page.
Figure 6.16 Page setup dialog box
6.16 PRINT PREVIEW
Print preview helps to view the worksheet before the final
printout is taken. It helps to edit the worksheet if required as
per the need.
The steps to see the print view of document
1. Select Print from Office Button
2. Select print
3. Click Print Preview.
Figure 6.17 Print preview menu
Click the buttons like Next and Previous with respect to Print
Preview Tab. Select the Zoom button to view the pages closer.
Make page layout modifications needed by clicking the Page
Setup button. Click Close to return to the worksheet or Print
to continue printing.
6.17 PRINT
To print the worksheet, select Print from Office Button
Figure 6.18 print dialog box
1. Print Range - Select either all pages or a range of pages to
print.
2. Print What - Select selection of cells highlighted on the
worksheet; the active worksheet, or all the worksheets in the
entire workbook.
3. Copies - Choose the number of copies that should be
printed. Check the Collate box if the pages should remain in
order.
4. Click OK to print.
6.18 FILE OPEN, SAVE AND CLOSE
(A) You can open an existing File by several methods:
1. Go to windows explorer and find out the file you want to
open. Double-click on the file.
2. Start MS Excel. Click on office button on the dropdown
menu click 'open', select the file you want to open from the
pop-up menu.
(B) When you have finished your work on the file you can save
it by either clicking on the 'file save' icon at the top left corner
or Click on office button- click on save at the drop- down
menu.
(C) When you are saving the worksheet for the first time follow
the steps given below:
1. Click office button
2. Select 'file save as' on the drop-down menu.
3. On the pop-up menu select the location where you want to
save the file.
4. Type the file name
5. Click on 'save' in the pop-up menu.
(D) When your work is finished and it has been saved
properly:
Select Print from Office Button
1. Select (Click) Close Command to close your file
2. Select (Click) Exit Excel Command to exit from MS Excel

Figure 6.19 Exit Excel Command to exit from MS Excel

6.19 WORK BOOK PROTECTION
Set a password for a workbook
1. Click the Microsoft Office Button, and then click Save As.
2. Click Tools, and then click General Options.
3. Do one or both of the following:
• If you want reviewers to enter a password before they can
view the workbook, type 3 password in the Password to open
box.
• If you want reviewers to enter a password before they can
save changes to the workbook, type a password in the
Password to modify box.
4. If you don’t want content reviewers to accidentally modify
the file, select the Read-only recommended check box.
When opening the file, reviewers will be asked whether or not
they want to open the file as read-only.
5. Click OK.
6. When prompted, retype your passwords to confirm them,
and then click OK.
7. Click Save.
8. If prompted, click Yes to replace the existing workbook.

INTEXT QUESTIONS
1. Write True or False for the following statements
(a) To modify a preset header or footer click the custom
header and custom footer buttons.
(b) Auto fill helps you to add the contents of a cluster of
adjacent cells.
(c) Charts features help you in presenting a graphical
representation of data.
(d) Click the edit button to print the worksheet.
(e) Pivot table allows you to perform data analysis.
2. Fill in the blanks
(a) When the active document is protected the command
name changes to---workbook.
(b) Select---from the menu bar to view how the worksheet will
look when printed.
(c)---geometrical shapes, arrows, flow chart elements etc.
(d) C h e c k---if you want the gridlines dividing the cells to be
printed on the page.
6.20 WHAT YOU HAVE LEARNT
In this lesson you learnt about starting Excel and working on
a worksheet. You can select a cell or a range of cells. Also you
can enter data in a worksheet. You can define the size of a
page by
going to page set up and insert a page break. You have learnt
about page-preview which gives an idea on how the print out
will look like.
6.21 TERMINAL QUESTIONS
1. What are the main features of MS Excel?
2. Differentiate between a worksheet and a workbook?
3. What are the different types of data that can be entered
into worksheet cells?
4. Explain three different ways you protect your workbook.
5. How do you find a single number or name you want in a
large worksheet containing thousands of numbers and
names? Is it possible to replace a name or number with some
other name or number? How?
6. How do you select a single cell, a single column, a single
row, a cluster of cells, and a entire worksheet?
7. Difference between Move cells and Copy cells
8. What are the different features available in Page setting
command?
9. Explain the different features available in Print command?
10. Define the following:
(a) Navigating worksheet
(b) Editing data
(c) Insert cells and rows
(d) Drag and drop
(e) Workbook protection
6.22 FEEDBACK TO INTEXT QUESTIONS
1. (a) True (b) False (c) True (d) False (e) True
2. (a) Unprotect (b) Print preview (c) Autoshapes (d) gridlines
7 Formatting Worksheets
7.1 INTRODUCTION
Excel makes available numerous formatting options to give
your worksheet a polished look. You can change the size,
colour and angle of fonts, add colour to the borders and
backgrounds of cells, and have the format of a cell change,
based on its value.
You will see that some of the formatting features in MS Excel
are same as you have used in MS Word.
7.2 OBJECTIVES
After going through this lesson you would be able to:
use autoformat features
format data and worksheets
use format painter
use formulas and functions
7.3 USING FORMATTING TOOLBAR
Formatting helps to make our work more presentable. It also
helps the viewer/reader to understand the worksheet more
easily with respect to its purpose.
There are three locations where the Excel 2007 formatting
tools are available.
1. In the home tab
2. In the mini toolbar that appears when you right click a
range or a cell
3. In the format cells dialog box.
7.3.1 Home Tab and the Formatting Tools
Home tab provides the quick access to-the most commonly
used options with respect to the formatting requirements. You
can select a cell or a range and then use the tool as per the
need like Joint, Alignment or Number groups. To understand
the proper and best use of such tools, only way is to use them
and experience their effect. Some of the controls are further
expandable like drop-down lists etc. If you see some small
arrow along with a button. The button will expand to display
the available choices.

Figure 7.1 Home Tab and Forma ng Tools

7.3.2 IN THE MINI TOOLBAR
shortcut menu appears when you right click a cell or a range
selection. A mini toolbar also appears above the shortcut
menu.
The Mini toolbar contains controls for common formatting:
Font type
Font Size
 Decrease Font
Increase Font
Accounting Number Format *
Comma Style
Font Colour
Format Painter
Bold
Italic
Center
Percent Style
Borders
Merge And Center
Increase Decimal
Decrease Decimal
Fill Color
Figure 7.2 below shows the Shortcut Menu. It gets displayed
when you right click a cell.

Figure 7.2 shortcut menu

7.3.3 Using the Format Cells dialog box
Although most of the formatting related requirements gets
fulfilled by the controls available on the Home tab of the
Ribbon, some special types of formatting are fulfilled by using
Format cells
dialog box.
This dialog box allows to apply more or less any type of
formatting style and number formatting. The formats selected
from Format Cells Dialog box will be effective to the cells
which are selected at the time.
To use Format Cells dialog box, select the cell or a range to
apply formatting. Now choose any of the following methods
• Press the combination of Ctrl+l, i.e., Control key and
numeric 1 key.
• Click the dialog box launcher in Home —Font, Home-
Alignment, or Home —Number. A small down word pointing
arrow icon will be displayed to the right. In the Excel Ribbon,
these arrow marks are known as dialog box launcher.

Figure 7.3 Dialog box launcher in home tab

Choose Format Cells from the shortcut menu after
you Right-click the selected cell or range.
Click the More command in some of the drop-down
controls in the Ribbon. For example, the Home —
Number- General - More Number Formats... drop-
down includes an item named More Number
Formats, as shown below:
Figure 7.4 Home —Number- General - More Number Formats
Figure 7.5 Format cells dialog box
There are six tabs in Format Cells dialog box: Number,
Alignment, Font, Border, Patterns, and Protection.
7.4 FORMATTING CELLS USING DIALOGBOX

7.4.1 Number tab

The data type can be selected from the options on this tab.
Select the range you would like to format and click on one of
the Category number as shown in Figure 7.2 to apply that
style to your numbers. Select General if the cell contains text
and number and it does not have any specific number format.
If you select Number Category you can represent numbers as
integers,
decimals with number of decimal as option etc. For example,
if you want to restrict the number of decimals to 2, choose
Number Category and then decimal places as 2. You may try
the other
options in your computer.
7.4.2 Alignment tab
These options allow you to change the position and alignment
of the data with the cell. The Format Cells dialog box offers
you more options than the alignment buttons on the
Formatting toolbar, For example, you can change the
orientation of the text.

7.4.3 Font tab

All of the font attributes are displayed in this tab including
font face, size, style, and effects. Using Formatting toolbar you
can bold, italicize, and underline your cell entries. For even
more formatting options you can use the Format Cells dialog
box.
7.4.4 Border and Pattern tabs
You can use the Formatting toolbar for adding borders, cell
shading, and font colour. These buttons are actually tear-off
palettes. When you click on the picture portion of the button,
the format of the picture displayed will be applied to the
contents of the cell(s) you have selected in the worksheet. You
can change the picture displayed on the button by clicking on
the button’s small drop-down arrow to access the palette of
samples from which to choose.
Follow these steps to apply a border and colour to a selection
using the options in the Format Cells dialog box.
1. Select Format-Cells to display the Format Cells dialog box.
2. Select the Border tab.
3. In the Presets area, choose None, Outline, or Inside to
specify the location for the border.
4. Choose any of the following options for the border:
In the Border area, click on any of the buttons to
toggle its border.
Choose the border’s line style in the Style area.
If necessary, select a colour for the border in the
Color Palette.
Select the Patterns tab, and then choose any of the following
options:
Select a colour for the background of the selection in
the Color palette.
If necessary, select a pattern for the background of the
selection in the Pattern palette.
Choose OK to apply the border and colour.
7.4.5 Dates and Times
If you enter the date “January 1, 2001” into a cell on the
worksheet, Excel will automatically recognize the text as a
date and change the format to “ 1 -Jan-01” . To change the
date format, select the Number tab from the Format Cells
window. Select Date” from the Category box and choose the
format for the date from the Type box. If the field is a time,
select “Time” from the
Category box and select the type in the right box. Date and
time combinations are also listed. Press OK when finished.

Figure 7.6 selec ng me in format cells dialog box

7.5 FORMATTING COLUMNS AND ROWS
Sometimes the contents of the columns do not fit in its width.
So to adjust them within the width of the column, we can use
AutoFit feature. As you can observe, in the column C, the
column header is not fully visible.

Figure 7.7 Excel worksheet

Steps to Auto Fit Columns
Click on Column Header/or any other cell in the
column to change its width
Click Home tab
Select format from the cells group on the ribbon.

Figure 7.8 Home tab- cells- format

Click on AutoFit Column Width
Figure 7. 9 Home tab- Format
See the effect, the column C is showing full contents
i.e. Chemistry.

Figure 7.10 Excel worksheet menu bar

Similarly you can apply AutoFit for row also.
Click on Row Header/or any other cell in the Row to
change its Height
Click Home tab
Select format from the cells group on the ribbon.
Figure 7.11 Auto fit row height
Click on AutoFit Row Height

Figure 7.12 Format- AutoFit Row Height

• See the effect, the Row 6 is showing full contents, i.e.,
Anurag.
Another way of automatically adjusting columns and rows is
by way of best fit. To do this:
1. Place your pointer on or near the right edge of a column
header of the column you wish to adjust. Notice that in this
area your pointer changes to a double-headed arrow.
Figure 7.13 Worksheet row selected
2. Double click your pointer, and the column to the left of it
will automatically adjust to fit the data entries within it.
Similarly, pointing to a row header changes pointer to a
double leaded arrow. Double clicking results in a best fit
(taller or shorter rows).
Hide selected column(s) and Row(s)
Hide - Hides the selected column(s) or row(s), though the data
is still there. Hiding column(s) or row(s) will help you to
prevent unwanted changes. To hide a column, follow these
steps:
Select the column you want to hide by clicking on the column
header. Say you want to hide column C, i.e., column
representing the marks in chemistry.

Figure 7.14 worksheet column selected

Right Click on the Column to hide and click on the Hide
option.

Figure 7.15 hide op on selected for a column

See the following figure (Fig. 7.16). Column C is not visible.

Figure 7.16 Column c is not visible in worksheet

Unhide selected columns and rows
To unhide the column, follow these steps:
Select the visible range of columns that includes the hidden
column(s).

Figure 7.17 visible range of columns that includes the hidden columns in
worksheet
Now Right Click on the selected Columns. Select Unhide from
the pop-up menu.

Figure 7.18 Unhiding selected columns

3. You can observe, the Column C is visible again.

Figure 7.19 column c is visible in worksheet

You can follow the same procedures to Hide and Unhide rows.
7.6 Formatting worksheets using cell
Styles and applying styles
Excel 2007 provides cell styles to quickly format a cell by
choosing from predefined styles. Styles help to give a
professional look to your worksheets. In Excel, all styles are
cell styles. However, a defined style can be applied to an
entire worksheet. Cell styles can include any of the formatting
that can be applied to a cell using the options available. We
can also define our own cell styles.
Select the cells to apply a style on.
Choose Home tab. From Styles group, Click on Cell
Styles.
Here we have chosen Heading 1. See the effect.
Figure 7.20 Cell Styles in home menu

Figure 7.21 columns and rows selected of worksheet

A few of the effects are discussed below
1. Comma - Adds commas to the number and two digits
beyond a decimal point.
2. Comma [0] - Comma style that rounds to a whole number.
3. Currency - Formats the number as currency with a dollar
sign, commas, and two digits beyond the decimal point.
4. Currency [0]- Currency style that rounds to a who
number.
5. Normal - Reverts any changes to general number forma
6. Percent - Changes the number to a percent and adds
percent sign.
7.6.1 Deleting Styles
• Right click on the style (say if you want to remove Bad Style
• Choose delete

Figure 7.22 Style dele on

You can observe, the Bad style is deleted as shown
in the following figure.

Figure 7.23 Style sub menu

7.7 FORMAT PAINTER
A handy feature on the standard toolbar for formatting text is
the Format Painter. If you have formatted a cell with a certain
font style, date format, number format, border, and other
formatting options, and want to format another cell or group
of cells the same way, place the cursor within the cell
containing the formatting you want to copy. Click the Format
Painter button in the clipboard group of Home tab (notice
that your pointer now has a paintbrush beside it). Highlight
the cells you want to apply the same formatting. The
formatting will change accordingly.
Also, to copy the formatting to many groups of cells, double-
click the Format Painter button. The format painter remains
active until you press the ESC key to turn it off.

Figure 7.24 format painter bu on

7.8 AUTOFORMAT
Excel’s AutoFormat feature uses table styles, which are
redefined collections of number formats, fonts, cell
alignments, patterns, shading, column widths, and row
heights to have a polished look of ranges of cells you specify.
You can use these styles as-is or over rule some of their
characteristics.
Excel has many preset table formatting options. Add these
styles by following these steps:
1. Highlight the cells that will be formatted.
Figure 7.25 Excel worksheet
Excel worksheet in Fig. 7.25 is given below:
A B C D E F G H I J K
1
2 Name Physics Chemistry Maths English Total Sumif Average Mln Max
3 Ashok 99 99 100 100 398 200 99 5 99 100
Sharma
A Rajesh 88 76 88 88 340 0 85 88 88
5 Rahul 77 99 66 99 341 0 85.23 77 99
6 Anurag 338 88 78 77 631 388 157.751 388 388
7 Garurav 77 77 9S 55 307 0 76.75 77 77
8 Prashant 66 44 88 77 275 0 68,75 66 77
9 Taslim 77 66 98 88 329 0 82.25 77 88
10 Ranjeeta 35 77 78 77 287 0 71.73 55 77
11 Priyaka 77 55 84 75 291 0 72.75 77 77
12 Monika 88 88 76 98 350 0 87.5 88 98
13 Neelam 88 77 67 66 298 0 74,5 88 88
14 Deepak 77 99 87 55 318 0 79.5 77 77
15 Elakshi 99 88 87 66 340 0 85 99 99
16 Sonakshi 66 77 56 77 275 o 69 66 77
17 Gunjan 77 66 88 66 257 0 74.25 77 77
18 Mohil 88 77 77 77 319 0 79.75 88 88
19 Chhavi 99 88 66 88 341 0 85.25 99 99
20 Kaku 77 99 88 99 363 0 90.75 77 99
2. Select Home tab—Style group—Format as Table from
the Ribbon. It will show many predefined Table formats.

Figure 7.26 Home tab—Style group—Format as Table

Figure 7.27 table style
3. Select any one format. Here we have selected fourth table
format (with green background) from the Dark category of
formats. It will show the following dialog box. Check My Table
has headers check box and click OK.

Figure 7.28 Format as table dialog box

See the effect of the formatting in the figure given below. Also,
observe Table Tools Design tab with Ribbon showing multiple
groups. You can change the style by clicking on the
predefined table format in the Table Styles group

Figure 7.29 table selected

7.9. Hiding/Unhiding worksheets
Hiding a worksheet
• Right click on, the sheet tab which you want to hide
• Choose Hide option from the context menu, as shown below

Figure 7.30 Sheet tabs

To unhide the hidden sheet, right click on the any of
the visible sheets. Unhide Dialog will appear. Choose
the sheet from the list to unhide. In our case only
one sheet is displayed to unhide.
Figure 7.31 Unhide dialog box
Following Figure shows the sheet 1 also.

Figure 7.32 showing sheet 1

7.10 PROTECT AND UNPROTECT WORKSHEETS
To protect worksheet
You can protect your worksheet against unauthorized editing.
For this you can give password protection to your worksheet
contents.
Steps to protect worksheet
• Select Home tab.
• Click Format in cells group.

Figure 7.33 Cells group selected

Choose Protect sheet from Drop Down Menu. Protect
sheet dialog box will appear. Enter password to
protect sheet Reenter same password in the confirm
password dialog box.
Figure 7.34 Protect sheet and confirm password dialog box
Now if you try to make any change in the worksheet, following
dialog box will appear.

Figure 7.35 Dialog box shows that the document is protected and read-
only
To Unprotect worksheet
You can unprotect your worksheet to edit it.

Steps to unprotect worksheet

Select Home tab.
Click Format in cells group.
 Choose Unprotect sheet from Drop Down Menu.
Unprotect sheet dialog box will appear. Enter
password to unprotect sheet. Password must be
same as used for protecting the worksheet. Press
OK.

Figure 7.36 Unprotect sheet dialog box- enter password

INTEXT QUESTIONS
1. Write True or False for the following statements.
(a) Format cells dialog box offers you more option than the
alignment buttons on the formatting toolbar.
(b) Click Edit to perview the formatting changes on the
worksheet.
(c) If the field is a time select "time" from the category box.
(d) To unhide the column select format column unhide from
the menu bar.
(e) Choose Edit style to display the style dialog box.
Fill in the blanks
(a) Modify the attributes by clicking the ---button.
(b) In Excel all styles are---.
(c) Hiding columns or rows will help you to---unwanted
changes.
(d) If the tool bar is not already visible on the screen select---.
(e) To change the data format select the---from the format
cells window.
7.11 WHAT YOU HAVE LEARNT
In this lesson you learnt about various tools available in Excel
to format a worksheet. You can align text and change font
size, style and effects. Also you learnt how to put a border or
shade to the text in the cells selected by you. Also you learnt
about applying style to a worksheet and modify the style.
7.12 TERMINAL QUESTIONS
1. What is Format Painter? When do you think Format
Painter is useful in Excel?
2. Explain different preset styles available in Excel.
3. Explain steps to create a new style.
4. How to copy styles from one open workbook file to another?
5. What are the different tabs available in Format Cells dialog
box?
6. What are the different features available in: ’
(a) Number tab, (b) Border tab and (c) Patterns tab in Excel’s
Format Cells dialog box?
7. How do you: (a) Hide a column, (b) Unhide a column, (c)
Hide a worksheet, (d) Unhide a worksheet?
8. How do you resize your worksheet columns or rows?
7.13 FEEDBACK TO INTEXT QUESTIONS
1. (a) True (b) False (c) True
(d) True (e) False
2. (a) modify (b) cell styles
(c) prevent/protect worksheet from
(d) view toolbar formatting
(e) number tab
8 Formulas, Functions arid Charts
8.1 INTRODUCTION
In this lesson you can enter formula and functions and
perform mathematical calcualtions. You will also be able to
create charts and graphics using the data. You can specify
mathematical relationship between the numbers using the
formula. Formulas are used for simple addition, subtraction,
multiplication and division as well as for complex
calculations. Functions are built in formulas. The users have
to provide cell references and addresses only. These are called
arguments of the function and are given between the left and
right parenthesis.
8.2 OBJECTIVES
After going through this lesson you would be able to:
use formulaes to get the des’ red result
insert and edit picture from a file
use functions
create varioius charts
draw graphics using clip art.
8.3 FORMULAS AND FUNCTIONS
To manipulate data and to extract useful information from
Excel worksheets, formulas and worksheet functions play
very important role. In Excel, formulas are used to calculate
results from the worksheet data. When there is some change
in the data, such formulas automatically calculate the
updated results with no extra efforts on the part of the user.
There is a new feature introduced by Excel 2007, which
enables you to create formulas which use columns names
from a table, when you are working with table. This feature
helps the user to make formulas much easier to read.
A formula can have any or all of the following
elements
Must begin with the 'equal to' = sign.
Mathematical operators, such as + (for addition) and
/ (for division) and logical operators such as <, >
References of cell (including named ranges and cells)
Text or Values
Functions related to the worksheets, for example
SUM or AVERAGE
The current cell in which you have entered a formula will
display the result after the formula is completely entered.
Also, when you select or click on a cell which is having some
formula, the formula will appear in the formula bar.
In Excel 2007, the formulas are available in the Formulas
Tab. If you click on the Formulas tab, you can see the
corresponding ribbon display with available formulas, as
shown below.
Figure 8.1 Formula bar
Following are a few examples of formulas:

Figure 8.2 Formula in total column

In the above example, in the cell F3, just type = B3+C3+D3+E3. It will
return sum of the marks in physics, chemistry, maths and English.

Figure 8.3 showing total a er using formula

The table in Fig. 8.3 is given below:
Name Physics Chemistry Maths English (Total)
AshokSharma 99 99 100 100 398
Rajesh 88 76 88 88
Ratul 77 99 66 99
JAnurag 88 88 78 77
Garurav 77 77 98 55
Prashant 66 44 3S 77
Taslim 77 66 9S 88
Ranjeeta 55 77 78 77
Priyanka 77 55 84 75
Monika 88 S3 76 98
Neelam 88 77 67 66
Oeepak 77 99 87 55
Elakshi 99 88 87 66
Sonakshi 66 77 56 77
iGunjan 77 66 83 66
jMohit 88 77 77 77
Chhavi 99 88 66 88
Kaku 77 39 S3 99
Copying a formula
In above example just drag the handle and bring down to cover the
remaining cells in the column total. This will automatically copy the
formula and calculate the corresponding sum of the respective rows of the
other students.

Figure 8.4 showing total of each row in total column

The table in Fig.8.4 is as follows:
Name Physics Chemistry Maths English (Total
AshokSharma 99 99 100 100 398
Rajesh 88 76 88 88 340
Ratul 77 99 66 99 341
JAnurag 88 88 78 77 631
Garurav 77 77 98 55 307
Prashant 66 44 3S 77 275
Taslim 77 66 9S 88 329
Ranjeeta 55 77 78 77 287
Priyanka 77 55 84 75 291
Monika 88 S3 76 98 350
|Neelam 88 77 67 66 298
Oeepak 77 99 87 55 318
Elakshi 99 88 87 66 340
Sonakshi 66 77 56 77 276
iGunjan 77 66 83 66 297
jMohit 88 77 77 77 319
Chhavi 99 88 66 88 341
Kaku 77 39 S3 99 363
Some other examples of formulaes:
I f A l =2, B1 =3, Cl = 4, D1 = 5 then
(i) = B1 * Cl will give result as 3 * 4 = 12
(ii) =A1 *B1 -C1 + D1 will give result a s 2 * 3 - 4 + 5 = 7
(iii) = ((Al * B l] + C1)/D1 will give result as ((2 * 3) + 4)/5 = (6
+ 4)/5 = 10/5 = 2
Auto sum feature
The sum of cell values can also be done with the help of
AutoSum feature also.
Following steps explains how to do that.
Click on the cell F3.
Select the Formulas tab
Click AutoSum from the function library group.
 Select Sum
Press Enter
Alternatively, you can write = SUM(B3:E3) in the Cell F3 to get She sum
of the Physics, Chemistry, Maths and English marks.

Figure 8.5 showing autosum bu on

Apart from sum there are other functions also, like average, Count
Numbers, Max, Min and many other Functions.
Figure 8.6 Autosum op ons
Sum ( ) : Adds all the numbers in a range of cells.
Syntax SUM (numberl, number2, ...)
Maximum number of arguments can be 255 i.e. numberl, number2 ...
number255.
Sum function is having different forms. You can choose as per your need.

Figure 8.7 Different forms of sum func on

SUMIF(range, criteria, sum_range) : This form of sum functions is used
to add the cells with respective to a given criteria.
Range : A group of adjacent cells
Cells within a range must be numbers or names, arrays, or references which
are having numbers. In sumif function the blank and text values are
ignored.
Criteria: It can be a number, expression, or text to define which cells will be
considered for the addition e.g. criteria can be fixed as 12, “12”, “>12”, or
“mangoes”.
Sum range: These are the actual cells to be added if their corresponding
cells in range match criteria. In case the sum_range is avoided, then the
cells in range are both evaluated by criteria and added if they match
criteria.
Example

Figure 8.8 Formula bar

The text in fig. 8.8 is given below:
In above examples, the function SUMIF adds only those values in the cells
(B3, E3) which are greater than 99. i.e., it will add the values from cells D3
and E3 only and hence the result is 100 + 100 = 2000
Average function ( ) : It helps you to get the average of the numbers. It
returns the average (arithmetic mean) of the arguments.
Syntax : AVERAGE(number, number2,...)
Maximum number of arguments can be 255 i.e. number]] number2 ...
number255.

Figure 8.9 Average column

Min function ( ) : It helps you to get the minimum of i numbers. Returns
the smallest number in a set of values. Syntax MIN (numberl,number2,...)
Maximum number of arguments can be 255 i.e. number1 number2 ...
number255

Figure 8.10 Minimum column

Max function ( ) : It helps you to get the maximum of the numbers. Returns
the largest number in a set of values. Syntax MAX ((nmberllnumber2,...)
Maximum number of arguments can be 255 i.e. number l, number2 ...
number255.

Figure 8.11 Max column

Now drag the handle of cells G3, H3, I3, J3 to cover each row of the
respective column. You can see the corresponding functions are automatically
copied in the respective columns and automatically values are calculated. See
the figure below.

Figure 8.12 Sumif, Average, Min and Max columns are selected
The table shown in Fig. 8.12 is given below:
name physics Chemistry Maths English Total Sumif Average Min Max
ashok 98 100 100 398 200 99 100
99 89.5
sarma
rajesh 88 76 88 88 340 0 85 88 88
rahul 77 99 66 99 341 0 85.25 77 99
anurag 88 88 78 77 331 0 82.75 77 88
gaurav 77 77 98 55 307 0 76,75 77 77
prasant 66 44 88 77 275 0 68.73 66 77
taslim 77 66 98 88 329 0 37.25 77 88
ranjeeta 55 77 78 77 287 0 71.75 55 77
priyanka 77 55 64 75 291 0 72.75 77 77
monika 88 66 76 98 350 0 87 5 88 98
neelam 88 77 67 66 298 0 76.5 88 88
deepak 77 99 87 55 318 0 79.5 77 77
Minakshi 88 22 87 66 340 0 85 99 99
Sonaksi 66 77 58 77 276 0 69 66 77
gunjan 77 661 88 66 297 0 74.25 77 77
mohit 38 77, 77 77 319 0 79.75 63 88
chhavi 99 58 66 88 341 0 85 25 99 99
kaku 77 99 88 99 363 0 90.75 77 99
To use more functions
Select Formula Tab
Choose AutoSum from function library group, from formula
ribbon
Click on More Functions

Figure 8.13 Autosum func ons

When you click on more functions, a dialog box will appear as shown
below. You can choose a function as per your need by the help of following
dialog box.

Figure 8.14 Insert func on dialog box- search for a func on or select a
category
8.4 CHARTS
Charts allow you to present data entered into the worksheet in a visual
format using a variety of paragraph types. Before you can make a chart, you
must first enter data into a worksheet. This section explains how you can
create simple charts from the data. Formatted charts come in various types
for diverse goals, ranging from columns to pies, from lines to surfaces, etc.

8.4.1 Types of Chart

Microsoft Office Excel 2007 provides various types of charts to help you to
display data in different ways as per the need of the viewers. You can create
a new chart or can change the existing chart, from the wide range of chart
subtypes available for each type of available chart types as given below
Column Charts
This type of chart is used to compare values across categories. They give
very effective results to analyze the data of the same category on a defined
scale.
Line Charts
Data represented in columns or rows in a worksheet can be plotted with the
help of line chart. Line, charts can be used to display continuous data over
time with respect to a common scale. Thus Line Charts are best suitable for
viewing data trends at equal intervals of time. The horizontal axis is used to
represent the category data and all the value data is distributed uniformly
along the vertical axis.
Pie charts
In a situation where one has to show the relative proportions or
contributions to a whole, a pie chart is very useful. In case of pie chart only
one data series is used. Small number of data points
adds more to the effectiveness of pie charts. Generally there should be
maximum five or six data points or slices in a pie chart. If the points are
more in number then it becomes very difficult to interpret the chart.
Also, it is very important to note that the values of to be used in the pie
chart must be all positive. If there are some negative values, in that case the
negative values will be automatically converted in to positive values, this
will be desired.
Bar Charts
Bar charts are used to show comparisons between individual items. To
make a bar chart the data should be arranged in the form of rows and
columns on a worksheet.
Area Charts
The data which is arranged in the form of rows or columns on a worksheet
can be plotted in an area chart. Area charts are used to highlight the degree
of a change over time. Area charts are also used to draw attention to the
total value across a trend.
XY (Scatter) charts
XY charts are also known by other names like scatter grams or scatter plots.
The point of difference between XY charts and other types of charts is that
in XY charts both axes display values i.e. they have no category axis. Such
type of charts is generally used to show the relationship among two
variables.
Stock charts
Stock chart can be used to plot data arranged in columns or rows in a
particular order on a worksheet. As the name is self explanatory, this chart
is used to demonstrate the fluctuations with respect to stock market prices.
Even scientific data can be
plotted by stock chart, e.g., the fluctuation of daily or periodic temperature.
The data must be arranged in a correct order to generate stock charts. Say,
for example to make a simple high-low-close stock chart one should
organize his/her data with High, Low and Closed entered as the headings of
the columns in the respective order.
Surface charts
Such type of chart is used in situations where both categories and data
series are numeric values. This type of chart is useful in situations where
the optimum combinations are found among the two sets of data. Data
should be arranged in columns or rows in a worksheet can be plotted in s
surface chart. The colors and patterns indicate the areas which are in the
same range of set of values, as it happens in case of a topographic map.
Doughnut charts
The conditions to draw doughnut charts is that the data has to be in the form
of rows or columns. As in the case of a pie chart, the doughnut chart
illustrate the relationship of parts to a whole, but it is able to get more than
one data series.
Bubble charts
A bubble chart can be used to plot the data values which are arranged in the
columns of a worksheet so that x values are listed in the first column and
matching y values and bubble size values are listed in adjacent columns.
Radar charts
The radar charts compare the aggregate values of a number of data series.
Radar chart can be plotted with the data which is arranged in columns or
rows on a worksheet.
8.4.2 Components of a Chart

Figure 8.15 Result of students

Chart Title - A title given to the whole chart.
X-Axis Title - A title given to the X-axis data range.
Y-Axis Title - A title given to the Y-axis data range.
X-Axis Category - These are the categories of the data which have been
plotted. These are taken from the first column or first row of your data
range.
Y-Axis Value - This is the data range marked to plot the series.
Data Labels - The values of the data series plotted.
Legends - Specifies the colour, symbol or pattern used to
mark data series.
Tick Mark - These marks are used to show the scaling of X-
axis and Y-axis.
Grid Lines - Displays lines at the major intervals on the
category (x) axis and/or Y-axis
How to Draw a Chart in Excel 2007
In Microsoft Excel 2007 chart wizard is removed and also not
brought back in Excel 2010 also. Instead the ribbon is
provided as a new place to get your chart related needs full
filled. The buttons on the Insert tab of the ribbon are just the
starting point to make a chart. After we get the ribbon it
becomes very simple to start making a chart. Whenever we
click on some component of chart, we observe that the Chart
Tools are displayed to the ribbon. Three additional tabs which
provide a variety of chart design, layout and formatting
options, will also be added.
First, the Layout tab, is used to add all sorts of elements
related to chart or change the way they are shown in the
chart. Second, the format tab is used to apply special effects
which were not available in the earlier versions of the Excel,
such as the bevel effect etc. It may be little difficult to be
acquainted with this new type of chart interface, but once you
start working, you’ll be proud to show off your professional
looking results.
It is worth mentioning that you can right click on an element
of the chart for quick access to specific features with respect
to that particular element e.g. if you right click on any chart
axis, you will get Format Axis dialog box.
Following steps are given to draw a Chart
1. Enter data in the work sheet: Suppose you entered data as
given in Fig. 8.16.
Figure 8.16 Data entry in worksheet
Data entry in Fig. 8.16 is given below:
1 Name Physics Chemistry Maths Biology English
2 Ravi 80 88 79 77 88
3 Shankar 70 77 98 66 77
4 Mohan 90 67 56 78 68
5 Rajneesh 98 87 56 98 78
6 Shweta 99 56 66 77 98
7 Komal 98 78 77 68 76
8 Amit 87 76 99 89 67
2. Now select data range: By using the mouse high light the
range of data you want to take.

Figure 8.17 Highlighted the data

3. Click Insert Tab and select a chart type from the chart
group
Figure 8.18 Insert tab- Charts
4. Select the sub type of chart

Figure 8.19 Selec ng sub type of chart

Figure 8.20 Chart layout

5. Select the Title of the chart
a. To give a title to a chart, click on the chart. Now you can
see layout tab available. Click on Layout tab.
b. Choose(click) on chart title option available in the Label
group

Figure 8.21 Layout tab- label group- Chart Title

Figure 8.22 Chart Title

c. Click on the chart title and write a title.

Figure 8.23 Chart tle

6. Give a name to X-Axis
Click on Layout tab. Then select Axis Titles from Labels
Group. Select Primary Horizontal Axis Title, as shown below.

Figure 8.24 Layout tab- label group- Axis Titles

Figure 8.25 Axis Title
Now, click on the Axis Title and write an X-axis title.

Figure 8.26 Name of Students

Follow the same steps to give a title to Y-axis.
Figure 8.27 Axis tle op ons

Figure 8.28 Name of students

Editing of a Chart
1. How to change the legend position
Click on Layout tab. Then click on Legend option available in
Labels Group.
Now choose a position to show legend.

Figure 8.29 Label group- Legend op ons

Figure 8.30 Ver cal (Value) Axis

Figure 8.31 Data label op on

Figure 8.32 Display data labels

2. How to change the position of the Data Labels
Click on Layout tab. Then click on Data Label option available
in Labels Group.
Now choose a format to display data labels
Figure 8.33 Data table

Figure 8.34 data table with legend op on

Above diagram show the data table with legend option.
4. How to Hide/Unhide Grid Lines (Horizontal and Vertical)
Click on Layout tab. In the Axis Group, click on Gridlines
option then choose Primary Horizontal Grid Lines. Now select
appropriate style from the available options (None,
Major Gridlines, Minor Gridline, Major and Minor Gridlines)
Figure 8.35 Chart tle op on

Figure 8.36 Horizontal grid lines

Follow the same steps for Vertical Grid Lines also, as shown
below.
a) Click on Layout tab. In the Axis Group, click on Gridlines
option then choose Primary Vertical Grid Lines.
b) Now select appropriate style from the available options
(None, Major Gridlines, Minor Gridline, Major and Minor
Gridlines)

Figure 8.37 Ver cal grid lines

Figure 8.38 Showing ver cal grid lines for major units are added
8.4.3 Resizing the Chart
To resize the chart, click on its border and drag any of the
eight black handles to change the size. Handles on the
corners will
resize the chart proportionally while handles along the lines
will stretch the chart.
8.4.4 Moving the Chart
Select the border of the chart, hold down the left mouse
button, and drag the chart to a new location. Elements within
the chart such as the title and labels may also be moved
within the chart.
Click on the element to activate it, and use the mouse to drag
the element to move it. Microsoft Excel automatically sizes
titles with respect to the size of the text. One can move titles
with the mouse but, cannot resize them.

8.4.5 Copying the Chart to Microsoft Word

A finished chart can be copied into a Microsoft Word
document or power point slide. Select the chart and click
Copy. Open the destination document in Word or a slide in
power point and click Paste.
8.5 GRAPHICS - AUTOSHAPES AND SMART ART
The AutoShapes feature of Excel 2007 allows you to draw a
number of geometrical shapes, arrows, flow chart elements,
stars, and more on the worksheet.
The steps to activate and use AutoShapes are
1. Click on Insert Tab.
2. From Illustrations Group, Click on Shapes

Figure 8.39 Autoshapes in Insert tab

Now Select the which you want to insert.

Figure 8.40 Showing all shapes

Figure 8.41 Autoshapes- Lines, basic shapes, flow chart, call outs,
connectors, block arrows, stars and banners
Different categories of AutoShapes available in Excel 2007.
We will briefly discuss some of the here.
Lines - After clicking the Lines button on the AutoShapes
toolbar, draw a straight line, arrow, or double-ended
arrow from the first row of options by clicking the respective
button. Click in the worksheet where you would like the line
to begin and click again where it should end. To draw a
curved line or freeform shape, select curved lines from the
menu, click in the worksheet where the line should appear,
and click the mouse every time a curve should begin. End
creating the graphic by clicking on the starting end or
pressing the ESC key. To scribble, click the last button in the
second row, click the mouse in the worksheet and hold down
the left button while you draw the design.
Let go of the mouse button to stop drawing.
Connectors - These lines can be used to connect flow chart
elements.
Basic Shapes - Click the Basic Shapes button on the
AutoShapes toolbar to select from many two- and
threedimensional shapes, icons, braces, and brackets.
Use the drag-and-drop method to draw the shape in the
worksheet. When the shape has been made, it can be resized
using the open box handles and other adjustments specific to
each shape can be modified using the yellow diamond
handles.
Block Arrows - Select Block Arrows to choose from many
types of two- and three-dimensional arrows. Drag-anddrop
the arrow in the worksheet and use the open box and
yellow diamond handles to adjust the arrowheads.
Flow Chart - Choose from the flow chart menu to add flow 4
chart elements to the worksheet and use the lines menu to
draw connections between the elements. We have drawn a
flowchart using lines, flow chart elements and connectors.
Stars and Banners - Click the button to select stars, bursts,
banners, and scrolls.
7. Call Outs - Select from the speech and thought bubble
and line call outs. Enter the call out text in the text box that
is made.
Smart Art Graphics
Visual representation of information and ideas is called
SmartArt Graphics. They can be used to quickly, easily and
effective communicate a message. The facility to create a
SmartArt Graphic is available in MS Excel 2007. You can
copy and paste SmartArt
graphics as images into other programs such as Word and
Powerpoint.
To create a SmartArt graphic, one has to choose a type for
example, Process, Cycle, Hierarchy or Relationship. A type
represents a category of SmartArt graphic. Each type is
having several different types of layouts.
Steps to Create a SmartArt
1. Click on Insert Tab
2. From Illustrations Group, Click on SmartArt

Figure 8.42 Inser ng smartart graphic

The text shown in Fig. 8.42 is given below:
Charts- Insert SmartArt Graphic-
Insert a SmartArt graphic to visually communicate information.
SmartArt graphics range from graphical lists and process
diagrams to more complex graphics, such as Venn diagrams
and organization charts. Press F1 for more help.
Figure 8.43 Choose a smartart graphic dialog box- basic block list
3. Now choose a category (Say Hierarchy) and click OK.

Figure 8.44 Choose a smartart graphic dialog box- Hierarchy

4. Now you can enter the values as shown below. To enter
values just click on the component where you want to enter
text and write the text.
Figure 8.45 Text typing in smartart graphic
The text in Fig. 8.45 is as follows:
“Type your text here
Pattern
• Chairman of the Editorial Advisory
Board
• Editorial Advisory Board
• Executive Editor
• Advisory Editor
• Reviewers
• Advisory Editor
• Reviewers
• Advisory Editor
• Reviewers
Advisory Editor
• Reviewers
• Advisory Editor
• Reviewers
Hierarchy
Use to show hierarchical rela onships processing from top to bo om”
You can apply different effects on the SmartArt, by the help of
Design tab. Click on SmartArt. The Design tab will be visible
with its ribbon. Select appropriate group from the ribbon and
apply the desired effects.
Figure 8.46 smartart design
8.5.1 Adding Clip Art
Clip is a single media file, including sound, animation, art or
movie.
Steps to insert a Clip Art
1. Click on Insert Tab.
2. From Illustrations Group, Click on Clip Art
3. Then Select a Collection and press Go Button
4. Click on a clip from the collection
Figure 8.47 Clip Art

Figure 8.48 clip art op ons

Figure 8.49 Clip art- search for window

Clip will be inserted in the worksheet.

Figure 8.50 showing inserted clip in worksheet

To edit the clip, Just click on the clip. This will display
Format tab. Choose the relevant group from the ribbon of
Format tab and do the necessary changes.

Figure 8.51 Clip edi ng using format tab

8.5.2 Inserting and Editing a Picture from a File

Follow these steps to add a picture, photo or graphic from an
existing file:
1. Click on Insert Tab.
2. From Illustrations Group, Click picture.

Figure 8.52 op ons for inser ng picture

3. Now select a picture from the location of the picture (where
you have stored the picture) and press enter or click on insert
button.

Figure 8.53 Insert picture dialog box

4. The picture is added on the excel sheet. Click on the
picture to activate Format tab as shown below along with its
ribbon showing groups like Adjust, Picture Styles, Arrange
and Size. Use any of the groups to make necessary changes in
the picture appearance.
Figure 8.54 showing picture in worksheet
INTEXT QUESTIONS
1. Write True or False for the following statements
(a) Format picture displays all the images properties in a
separate window.
(b) Activate the image you wish to edit by clicking on it once
with the mouse.
(c) Line charts show the proportion of each component value
to the total value in a data series.
(d) Pie charts are useful to compare the trends over time.
2. Fill in the blanks
(a) Each autoshape can be rotated by first clicking --- button
on the drawing tool bar.
(b) more--- effects can be changed using the picture toolbar.
(c) ---displays all the image properties in a separate window.
(d) --- show the relative contributions that each data series
takes up.
(e) You have to enter the name of the chart and titles for---.
8.6 WHAT YOU HAVE LEARNT
In this lesson you learnt about the creation of charts and
graphics. On the basis of data entered in a worksheet you can
create a bar chart, line chart or pie chart, you can add title,
legend, data labels and grid lines to the chart. Moreover, you
learnt about autoshapes and clip art also.
8.7 TERMINAL QUESTIONS
1. What is the importance of charts and graphics in providing
information?
2. Briefly explain any five different components of a chart?
3. Explain the process of creating a chart using Chart Wizard
dialog box.
4. Briefly explain the following:
a. Bar charts,
b. Pie charts,
5. List any four features of Chart Formatting toolbar.
6. How do you copy a chart to Word created in Excel 2007?
7. List any five categories of AutoShapes in Excel.
8. You are asked to prepare a flow chart. What kind of
AutoShapes you would like to use?
9. Explain the steps in adding a Clip Art to your worksheet?
10. How do you add a photo or graphic to your worksheet
from existing file?
1. What is the main differences between (a) a column chart and (b) a bar
chart.
2 Write a note on SmartArt.
FEEDBACK TO INTEXT QUESTIONS
(a) True
(b) True
(c) False
(d) False
(a) free rotate
(b) picture
(c) format picture
(d) Area charts
(e) X,Y axes
9 Creating Presentation
9.1 INTRODUCTION
Whenever you appear in front of one or more people to present your ideas,
deliver speech, give classroom lecture, organize computer conference, etc.,
you have a presentation. The basic purpose of any presentation is
communication. To communicate effectively, you must state your facts in a
simple, concise and interesting manner. Any presentation consists of four
basil elements: you, your audience, your message and your tools.
In this lesson you will learn to create a presentation using Microsoft
PowerPoint 2007 which is a complete presentation software. Even if you
are not a multimedia expert, PowerPoint helps you create slides and present
exciting slide shows! PowerPoint provides you helpful suggestions on the
layout design and formats of your slides.
9.2 OBJECTIVES
After going through this lesson you would be able to:
define the basic features of PowerPoint
 create presentations
generate slides and add text to slides
insert charts and graphics
add sound and animation effects
save and print presentations
run a slide show
9.3 STARTING A POWERPOINT PROGRAM
To enhances your presentations with pictures, sound effects, tables and
charts. The main features of PowerPoint are:
PowerPoint gives you several ways to create a presentation.
Creating slides is the root of all your work with PowerPoint. You can get
your ideas across with a series of slides.
Adding text will help you put your ideas into words.
The multimedia features makes your slides sparkle. You can add clip art,
sound effects, music, video clips etc.
Preparing a presentation is easy in PowerPoint. Once if you have created
slides, you can put them in order, time your slide show, and present them to
your audience.
you can start your PowerPoint program in different ways. One way is
using Start button:
Click on the Start button.
In the menu that appears select All Programs-Microsoft Office-Microsoft
Office PowerPoint 2007 (Fig. 9.1). In few seconds you will see
PowerPoint screen on the monitor (Fig. 9.2).
Figure 9.1 Start Menu- all programs
9.4 CREATING PRESENTATIONS
When you start your PowerPoint Program, you see a Blank presentation.

Figure 9.2 Power point office bu on

Note: In PowrePoint 2007 Office button replaces the File menu of other
programs and the bar below the title bar is known as the Ribbon (Menu
and Tool bars of some other programs).
Ribbon consist of a number of Tabs (Home, Insert, ....). Tabs are designed
to be task oriented groups within each Tab break a task into subtasks
Command button in each group carry out a command or display menu of
commands.
you can also go to Office button on the top left corner of the page and click
on New. You can choose a blank presentation from the page displayed.

Figure 9.3 New presenta on window

9.4.1 Installed templates
Select the Installed templates tab and then select the desired template. The
Installed template provides templates and ideas
for a variety of presentation types. Select the template you want and move
through the wizard by clicking down arrow button or the scrolls bar after
making necessary choices. Choose the type o presentation you would like
and click on Create when finished your presentation is ready for show.

Figure 9.4 New presenta on- Installed templates

9.4.2 Design Template
Click on the Installed Themes box to select the Design Template you want
to use. A number of template names will appear in the white box. These
Installed Themes give you different backgrounds and text formatting to
begin your presentation. Preview each design by highlighting the template
name on the list. Press Create after you have chosen the design.
Figure 9.5 Installed themes
9.4.3 Blank Presentations
Select the Blank Presentation to open a Blank Presentation. You can
choose this option to start a new presentation from scratch if you have a
new approach or if none of the templates suit your needs.
Figure 9.6 Blank and recent- recently used templates
Slide Layouts
Once you have chosen a blank form for your new presentation, the first
slide of your presentation appears. You can right click' on the site to choose
the layout you want. There are nine different slide layouts from which to
choose. You simply make your selection and click on it. Each choice
described below, dictates how your completed slides will appear.
1. Title Slide: This option is useful for beginning a presentation; use this
slide if you want to include subtitles or smaller text underneath a title.
Figure 9.7 Slide layouts window
2. Title and Content: Anytime you need to make to list of things that fall
underneath a general subject, choose this layout.
3. Section Header: This option is useful for making a major section within
the presentation
4. Two Content: This is a useful option for putting different elements or
text boxes.
5. Comparison: This is a useful option for doing pro/con lists.
6. Title Only: This option is great for the beginning of a presentation. No
subtitles are included in this layout
7. Blank: Use this layout if you want a blank slide formatted according to
the master Slide.
8. Content with caption:
9. Picture with caption: Use this option to place title over one linked
object.
9.4.4 Selecting the content
There are six types of elements shown inside the text box you can select
from the contents within the slide
1. Insert table
2. Insert chart
3. Insert SmartArt Graphic
4. Insert picture from file
5. Insert Clip Art
6. Insert Media Clip

Figure 9.8 Add tle and text within the slide

9.4.5 Open an Existing Presentation
Select the Open tab from the Office button to open an existing
presentation. Select the folder the file is located in from the Look drop-
down menu and highlight the file on the list. Click Open to open the
presentation.

Figure 9.9 Showing open window to open the presenta on

9.5 VIEWING SLIDES
PowerPoint consists of multiple views to help you in the creation and
presentation of your slides. These views are Normal, Slide Sorter, and Slide
Show. The first two views are for creating your presentation and the last
one is for presentation of slide show. You can access these views by
clicking the respective view buttons at the bottom right of the PowerPoint
window. Or select the View and then the respective command on the menu
bar. For example, if you want to choose Normal view, select View-*
Normal command on the menu bar.
9.5.1 Normal View
The Normal View divides the screen into three sections: the main window,
where the current slide is displayed; the outline pan on the left; and the
notes pane at the bottom. This is where you will do most of your work. You
can resize each pane by clicking its border and dragging it to the size that
you want it to be. access Normal view, click on Normal view button at
the bottom left of the window or select View- Normal command on the
menu bar.

Figure 9.10 Previous, Next, Normal and sorter Slide show bu ons

9.5.2 Slide Sorter View

A small image of each slide is displayed on Slide Sorter View Slides can
easily be ordered and sorted using this view. You can also use this view to
add special effect, such as the transactions that occur when each new slide
appears. To access Slide Sorter view, click on Slide Sorter view button at
the bottom left of the window or select View-* Slide Sorter command on
the menu bar
Figure 9.11 Slide sorter view window
9.5.3 Slide Show View
The Slide Show-View is the view to use when you preview
your presentation to make sure every thing is in place, or
when you deliver a presentation to an audience. Because all
sounds, animations, hyperlinks, and action settings of your
presentation will be working, you can see exactly how your
show will turn out.
To access Slide Show view, click on Slide Show button at the
bottom left of the window or select View-Slide Show
command on the menu bar.
9.6 DESIGN TIPS
Although, PowerPoint provides you with some very powerful
tools to give excellent presentations, making the wrong design
choices
can defeat all your efforts. Making the right decisions is not difficult. By
following the guidelines below, you can prepare basic slides.
1. Use contrasting colors for the text and the background so the text will be
easy to read.
2. Use font size large enough to be seen from the back of the room where;
the presentation will be held. A font size of 24-point or larger is
recommended.
3. Use short phrases and sentences to convey your message.
4. Use simple slide transitions. Too many different transitions will distract
your audience from the subject of the presentation.
5. Avoid cluttering the slides with too much text or graphics. Your audience
should hear what you have to say and not be distracted by a busy screen.
6. Keep text simple and easy to read by not using many different text effects
such as bold, italics, underlining, larger font size for emphasis within a
sentence, or a different font all on the same slide.
9.7 WORKING WITH SLIDES
Slides are the building blocks of your presentation. You can also create or
use layouts and designs, add notes and create handouts, and customize the
look of your slides. You can create new slides by inserting them into your
show. When you create new slide, you can use any of the nine layouts
available (Section 9.3.3) in the New Slide dialog box or choose a blank
slide. Once you have created a new slide, you can insert various element
such as text, pictures, graphs, tables etc.

9.7.1 Applying a Design Template

To add a design template or change the existing one, select Design tag on
the Ribbon. Select the template by clicking on it.
9.7.2 Changing Slide Layouts
To change the layout template of the slide select Home-) Layout command
on the menu bar. The Slide Layout dialog box appears with nine layouts.
Click on one of the layout thumbnail images to apply.
Figure 9.12 Applying design template

Figure 9.13 Changing slide layouts

9.7.3 Inserting and Editing the Existing Slides as Your New
Slides
You can insert slides and then edit them from other files; Cut Copy and
Paste slides; and duplicate slides.
Click on Home - New Slide and select on Duplicate Selected Slides,
Slides From Outline... or Reuse Slides...

Figure 9.14 Office themes op ons

Slides from Outline... provides a way to create slides from text file
outlines. You can use this feature to create a group of slides that contain a
lot of text. You can also create new slides by typing text in the outline pane.
To access the Insert Outline dialog box select Home - New Slide - Slides
from Outline command on the menu bar
Duplicate Selected Slides gives you a duplicate of a slide when you need
to create similar slides. To insert a copy of the current slide after the current
slide, choose the slide you want to duplicate, and then Right click for the
Duplicate Slide command in the menu bar or press CTRL+SHIFT+D
keys.

Figure 9.15 Slides from outlines

You can also cut/copy and paste slides by selecting the whole slide.
9.7.4 Reordering Slides
to reorder a slide in Slide Sorter View, simply click on the slide you wish
to move and drag it to the new location. In Normal or Outline View, click
on the slide in the slide pane and move-and drag the slide to a new location.
9.7.5 Hide Slides
If you do not want a slide to appear during the slide show, but! do not want
to delete the slide as it may be used later, the slide can be hidden by right
clicking on the* slide in the slide pane and selecting Hide. You can unhide
a hidden slide in a similar manner.

Figure 9.16 Hide slide op ons

9.7.6 Moving Between Slides
You can move from one slide to another slide by using the following tools:
Scroll Bars: Use the Scroll Bars to move from one slide to another slide or
through the text that is displayed in the notes pane and the outline pane.
Text Slide and Previous Slide Buttons: The Next Slide and previous Slide
buttons move you to the next slide or previous slide in a slide show. These
buttons, indicated by a double-arrow, are located at the bottom of the
vertical scroll bar.

Figure 9.17 Next and previous Slide bu ons

Using Outline Pane: Change to Outline view and then click on the slide
that you want to view. You can move around in the outline pane by using
your mouse, or by using up and down arrow keys.

INTEXT QUESTIONS
1. State True or False.
(a) In both Normal view and Outline view you can see: current slide, slide
outline, and notes.
(b) Using the contrasting colors for the text and background to slides is not
a good practice.
(c) While preparing slides use long phrases sentence s to convey your
message.
2. How many slide layouts are available in New Slide dialed box?
(a) 7-(b) 9 (c) 14, (d) 17
3. The PowerPoint dialog box is useful to create a new presentation using:
(a) Installed templates
(b) Open
(c) Installed Themes and Blank Presentation
(d) both (a) and (c) above
4. Which of the following views is shown in the presentation of slides in a
conference?
(a) Slide view
(b) Slide Sorter view
(c) Outline view
(d) Slide Show view
9.8 WORKING WITH TEXT
You can work with text to communicate your ideas to your audience.
PowerPoint gives you several ways to insert, edit, and format text for your
presentations.

9.8.1 Inserting Text

You can insert text by using the outlining or inserting text boxes.
Outline Text: The outline text can be used to create slides of a similar
nature. By using the Outlining toolbar, you can create heads, lists, and
paragraphs. PowerPoint uses the format of your outline to correctly insert
text in a slide. Heading 1 becomes the title of a slide, heading 2 becomes
the first line of the text box,
and so on. When you select a predefined layout and switch over to Outline
view as explained earlier, you can see the Outline text options on the left
side window. To choose Outlining toolbar, select the Outline pane next to
the slide pane on left side below the menu bar.
Text Boxes: The text boxes are the way that PowerPoint puts text on a
slide. When you create a slide, and use a specific slide layout, the slide will
have one or more text boxes in it. Simply click on the existing text to add
new text.
If you want to add a new text box to the slide, select Insert-Text Box
command on the menu bar and then draw the text box with the mouse at a
place where you want to insert the text box.
If you want to resize a text box, follow the steps given below:
1. Select the text box you wish to resize by clicking on it with the mouse. A
border with eight handles will appear around the text box. The four handles
on the corners will resize the length and width of the box at once while the
handles on the sides will resize only in one direction.
2. Click one of the handles as per your requirement and drag it with the
mouse. Release the mouse button when it is the size you want to be. Move
the text box by clicking and dragging the thick dotted border with the
mouse. If you want to delete a text box from a template, simply click the
border of the text box, and then press the DELETE key on the keyboard.
9.8.2 Formatting Text
Format Fonts: Select the text that will be formatted by highlighting the
text either on the outline or on the slide. You can select from Home-Font
menu bar or right click on the highlighted selection and select the Font
menu from the popup shortcut menu. Select a font face, size, style, effect,
and color from the Font dialog box.
Figure 9.18 Font menu
Replace Fonts: Design templates have a preset font that you may want to
change or you may want to change the font used on for the entire
presentation for a number of reasons. This can be accomplished quickly
using the Replace Fonts feature. Select Home-Replace-Replace Fonts
from the menu bar. Choose the font you want to Replace from the first
drop-down menu and the font it should be replaced With from the second
menu, and did the Replace button.
Figure 9.19 Presenta on window- replace font
Line Spacing: Change the amount of space between lines in a text box by
selecting Home-Line Spacing from the Paragraph menu bar.
Line spacing - Select the amount of vertical space between lines. A value
of "1" is equal to single spacing and "2" is double spacing. Values between
and above these numbers are valid as well.
Change Case: Change the case of the characters in a
paragraph by selecting Home-Change Case from the Font
menu bar without having to retype the text.

Figure 9. 20 Font menu bar- change case

• Sentence case - Capitalizes the first letter of the
first words in each sentence.
• Lowercase and Uppercase - Changes the case of all
the letters.
• Title case - Capitalizes the first letter of every word
and reduces the rest to lowercase.
• Toggle case - The opposite of Title case, it makes the first
letter of every word lowercase and capitalizes the remaining
letters.
Bulleted Lists on Design Templates: Bulleted lists allow you
to clearly display the main points of your presentation on
slides. The text boxes on design templates already include
bulleted lists.
Click the placeholder on the slide to begin adding text and
press the ENTER key to return to the next line and add a new
bulleted item. To go to the next line without adding another
bullet, hold down the SHIFT key while pressing ENTER.
Bulleted List from a Text Box: If you are not creating a
bulleted list from an existing placeholder on a design
template, or if you would like to add an additional bulleted
list, follow these steps to create a new list:
1. In slide view, create a text box by selecting Insert-Text Box
from the menu bar.
2. "Draw" the text box on the slide by holding down the left
mouse button while you move the mouse until the box is the
size you want it.
3. Choose the Bullets or Numbering from the Home -
Paragraph menu bar.
4. Change the Size of the bullet by changing the percentage
in relation to the text.
5. Choose a color for the bullet from the Color menu. Click
More Colors for a larger selection.
6. Select one of the bullet types shown and click OK. Or click
the Picture button to view the Picture Bullet window.
Select one of the bullets and click OK. Or click the Character
button to select any character from the fonts on the
computer. Select a symbol font such as Wingdings or
Webdings from the Bullets from drop-down menu for the
best selection of icons. Click on the characters in the grid to
see them larger. Click OK when you have chosen the bullet
you want to use.
Figure 9.21 bullets and numbering window

Figure 9.22 Symbols window

Bulleted Lists and New Slides from an Outline: In Normal
or Outline view, text can easily be entered in the outline
window and new slides are automatically added. Follow the
steps below to become familiar with adding slide content in
Outline view:
1. Next to the Slide 1 icon, type the title of the slide. The text
you type beside the slide icons will be the large-type titles on
each slide.
2. Press ENTER key to type the next line. This will
automatically create a new slide. To create a bulleted list for
the first Slide, press the TAB key or ALT+SHIFT+Right
Arrow keys to demote the selection to a bulleted list item.
3. Continue entering text for the bulleted list, pressing
ENTER key at the end of each line to create a new bullet.
4. Create a multilevel list by executing the above action again
to create a bulleted sublist. Press ALT+SHIFT+Left Arrow
keys to return to the original list.
5. Continue creating new slides and bulleted lists by using
the above actions until the presentation is completed. Use the
formatting instructions below to format the lists.
If there is more than one bulleted list on the slide, the lists
will be designated by numbers enclosed in black boxes. The
example below shows the slide created from the outline on the
left. The bulleted list on the left side of the slide is labeled list
"1" on the outline and the list on the right is labeled list "2".
When typing the outline, begin typing in the new list by
pressing CTRL+ENTER keys.
Numbered List: Follow these steps to create a numbered list:
1. Create a text box.
2. With the text box selected, choose Home Paragraph -
Numbering from the menu bar.
3. Click the Numbered tab at the top of the Bullets and
Numbering window.
4. Change the size of the numbers by changing the percentage
in relation to the text.
5. Choose a color for the'numbers from the Color menu. Click
More Colors for a larger selection.
6. Change the Start at value if the numbers should not begin
with 1.
7. Select one of the seven list types shown and click OK.
Figure 9.23 Numbering list from the menu bar

Figure 9.24 Bullets and numbering selec on dialog box

9.8.3 Text Box Properties
You can change the colors, borders, and backgrounds of a
text box with help of the Format AutoShape dialog box.
1. Activate the textbox by clicking on it, and then select
Format Shape command on the menu bar. The Format
Shape dialog box appears.
2. Under the Fill menu, you can choose the color that will fill
the background of the text box. Check the Semitransparent
box if you want the glide background to show through the
color.
3. Select Line color that will surround the box with Solid or
Gradient for the color of the line.
4. Select Line Style for the Style or Weight for the thickness
of the line and a Dashed property if the line should not be
solid.
5. Select Shadow for pre-set shadow styles for your text box
6. Select 3D Format and 3D Rotation for 3D effect for your
text box
7. Change the text layout from Text Box tab to reposition the
text within the text box.
8. Click Close to add the changes to the text box.

9.8.4 Adding Notes

From Normal View, notes can be added to the slide. These
notes will not be seen on your presentation, but they can be
printed out on paper along with the slide the notes refer to by
selecting Print What: Notes Pages on the Print menu.

Figure 9. 25 Showing notes pages on the print menu

9.8.5 Spell Check
PowerPoint provides many ways to make sure that the text in
your presentations is correct. You can check spelling, catch
style errors, and use custom dictionaries.
Correct the spelling in the presentation by selecting Review-
Spelling command on the menu bar or by pressing the F7
key on the keyboard.
1. The spell checker will prompt you to make corrections of
the first word that is spelled wrong.
2. If the word is spelled correctly, click Ignore or Ignore All if
the same word appears several times during the presentation.
If this word will appear in many presentations (such as your
name), click Add to add the word to the dictionary and you
won't be prompted by a misspelling again.
3. If the word is spelled wrong, highlight one of the
Suggestions or type your own revision in the Change to box.
Click Change to correct this occurrence of the word or
Change All to correct all occurrences of the word in the
presentation.
4. Click Close to abort the spelling check early.
5. When the spell checker has read through the entire
presentation, you will be prompted by a window telling you
that the spelling check is complete. Click OK.
9.9 SAVING AND PRINTING
You can save your presentation slides as a file in a folder. You
can also save the slides as Web page so that you can post
them on Internet. Printing-is similar to what you have done in
Word and Excel. Remember to set up your page before saving
or printing your presentation slides.

9.9.1 Page Setup

Select Office button—Print Preview from the menu bar to
access options for printing the presentation slides. Select the
format the printed slides will be used for from the slides drop-
down menu.
Figure 9.26 showing slides drop-down menu
9.9.2 Save as File
To save your presentation slides as a file, select Office
Button-Save As command on the menu bar or simply click
on
Save button on the toolbar on top. The Save As dialog box
appears. Choose the folder and drive that your file will be
located, type the name of the file, and then click Save in the
Save As dialog box.
Figure 9. 27 power point presenta on save as dialog box
9.9.3 Save as Web Page
Presentations can be saved by selecting Office button—Save
command on the menu bar as explained earlier. However, if
you want to post PowerPoint presentations on the Internet,
you may want to Have them as Web pages so that the visitors
to your website can view the presentation even if they do not
have PowerPoint installed on their computers. Select Office-
Save As and select Web Page command from the drop down.
Choose your web page
directory on the network from the Look in: drop-down menu
and name the file in the File name: box. Click Save to save
the presentation in web format.
Figure 9. 28 save as dialog box- save as web page
9.9.4 Print
Select Office button-Print command on the menu bar to
print the presentation. The Print dialog box appears. Choose
the following options in the Print box.
Print range - Select All to print all the slides in the
presentation, current slide to print only the current slide, or
enter slide numbers in the Slides field to print only certain
slides. copies - Enter the number of copies of each slide
specified in print range and check the Collate box if
necessary.
INTEXT QUESTIONS
5. (i) How do you move from one slide to another slide?
(a) Using Scroll bars
(b) Using Next Slide and Previous slide buttons
(c) Using outline pane
(d) All of the above
(ii) How do you insert text in a slide?
(a) Using outline text
(b) Inserting text boxes
(c) Right clicking
(d) (a) and (b) above
(iii) You can add notes to your slides from:
(a) Slide Sorter view
(b) Normal view
(c) Slide Show view
(d) (a) and (b)
(iv) Text can be easily inserted into the slides using:
(a) Normal view
(b) Outline view
(c) Slide Sorter view
(d) (a) and (b) above
9.13 WHAT YOU HAVE LEARNT
In this lesson you learnt about the creation of a PowerPoint
presention. You can create a presentation through
Autocontent Wizard or Design Template or blank
presentation. The first two types allow you to present text in a
standard format. On the other hand, Blank Presentation is
more flexible and you can make your own design. After
creation of the presentation slides, you can go for a slide show
and also take a print out.
9.14 TERMINAL QUESTIONS
1. Explain any three features of PowerPoint.
2. Explain any one method of creating a presentation.
3. Write two ways of changing the view to slide show view.
4. Explain steps in inserting a text box in a slide.
5. How do you change the amount of space between lines
in a text box?
6. How do you insert picture bullets in slides?
7. How do you add notes to your slides?
9.15 FEEDBACK TO INTEXT QUESTIONS
(a) True, (b) False, (c) False
(c) 9
(d) Installed Themes, Installed Templates and Blank
Presentation
(d) Slide Show View
(i) (d) Using Scroll bars, using Next Slide and Previous Slide
buttons, and using Outline pane.
(ii) (d) Using Outline text and inserting text boxes.
(iii) (b) Normal View.
(iv) (d) Normal view and Outline view.