Word Processing

This chapter covers the following;

 Word processing
 Benefits of a word processing software
 Creating a document
 Formatting of document
 Adding clip arts and charts to a document
 Opening and closing files
 Mail merge
 Printing a document
 Shortcut keys
 Word Processing Software

Facilities provided by a Word Processing Software

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Examples of Word Processing Software,

 Microsoft Word
 FrameMaker
 LyX
 Open Office Word
 Word Perfect

By today word processing software are used through internet so user’s does not need to install the software
on the computer. This is known as cloud computing. No space in the computer will be used for the document.
Everything will be edited and saved in the internet. Ex- google Docs, Kingsoft Office, Polaris Office.

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 Now let’s talk about MS Word 2010

How to open MS Word?

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 Preparing a Document

Page Setup
“Page Layout  Page Setup”

In Page setup you can change the size of the page, Orientation, margins and etc.

Formatting
Gives a better finishing for the document.
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Text formatting
1. Change font Size
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2. Change font style (Bold or Italic)
3. Underline letters
4. Change font type and languages
2 3
5. Change font colour 5 6
6. Change case
Superscript
7. or Subscript

Paragraph Formatting
Alignment

1 2 3 4 2

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Indentation

Aligning the text towards

margin or away from margin

Bullets & Numbering and other formatting

1. Bullet List
2. Numbered List
3. Multileveled list
4. Shading/ background colour
5. Boarder (in “Design” word 2013 up)
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 Formatting the Document

What are the things which can add neat to documents?

1. Shapes 2. Images/ clip arts 3. Symbols 4. Header and footer

Shapes
Insert  shapes  select the shape you want  click on the document and drag to create the shape

Images
Insert  pictures  select the file

Symbols
Insert  Symbols

Header & Footer (page numbers)

Insert  Header/ Footer/ Page number

Column
This is very famous when making newspaper pages.

Page Layout  columns  and select the required column type.

*Use page breaker to move between columns.

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Tables
Insert  table and select the number of rows and columns and press ok.

#To insert more rows and columns  right click and select insert row/column

#Merge cell

Select the cells  right click  merge cells

 Table  Layout - for all table properties

Proof reading

Spelling and Grammar

This checks for any spelling or grammar mistakes there might be in the document. To do check for speling and
grammar mistakes place the curser in the start of the document

Review  Spelling and Grammar

Find and Replace

This function can be used to find specific words and also to replace them with another word or just delete
them.

Home  Editing  Find

Home  Editing  Replace (to replace words)

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 Print

File  Print  and give necessary instructions and press print (such as number of copies, layout, colour and
etc).

Mail Merge

Mail merge is used to send the same letter to a number of people with different attributes such as address
contact number or name.

Mailing  Start mail merge  Letter(for emails select email)

Here are some shortcut keys you can use

 Ctrl + N – New
 Ctrl + O – Open
 Ctrl + C – Copy
 Ctrl + x – Cut
 Ctrl + v – Paste
 Ctrl + S – Save
 Ctrl + A – Select all
 Ctrl + Right mouse button – to select items one by one

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 Electronic Spreadsheet

In this chapter you will learn

 Fundamental functions and operations of spreadsheets

 Identifying the components of a worksheet

 Entering and editing data in a worksheet

 Simple mathematical operators and building a formula using values

 Use of function and cell address for writing formulae

 Formatting a worksheet

 Use of relative and absolute cell addresses,

 Creating charts.

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 Spreadsheet software

Software that simulates a worksheet or a spreadsheet. It consist of rows and columns, the
intersection of the rows and columns are called cells.

Spreadsheet software

 M.S Excel - Microsoft Corporation

 Numbers - Apple inc
 Lotus 123 - Lotus
 Libreoffice calc - The Document Foundation
 Open office calc - Apache Foundation

Microsoft Excel

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 Component Funtion
1. Quick Access Tool Bar Contains commonly used commands such as Save , Print
Preview, Undo , New etc
2. Title Bar Shows the name of the Application Software
3. Ribbon Contains a toolbar with, Home, Insert, Page layout
4. Help Provides help functions
5. Control Buttons To minimize, open or to expand the worksheet window
6. Insert Functions Opens dialog box to create formulae.
7. Tabs Changes ribbon
8. Formulae Bar Views the formula and displays the contents of a cell.
9. Column Heading Shows column name
10. Name Box Shows active cell address
11. Vertical Scroll Bar Scrolls the worksheet vertically
12. Active Cell Displays the cell in which data is entered
13. Row Heading Shows row number
14. Sheet Tabs Represents the worksheet
15. Horizontal Scroll Bar Scrolls the worksheet horizontally
16. Sheet Tab Scroll Button Changes the worksheet
17. Status Bar Displays the status of the worksheet
18. View Button Enables to change the view of the worksheet
19. Zoom Control Zooms in or zooms out the view of a worksheets

For free distribution 193

Identifying Worksheet

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Exercise 01,
Mark the following cell ranges in the worksheet.

● C2 ● D1:F1 ● B5:E3 ● E3:I5 ● J2

Data types used in excel

1. Text or Label
Text, symbols with numbers are aligned to the left corner of the cell

Ex- ………………………………………………………………………………………………………………………………………………

2. Numbers
Numbers (values) are align to the right corner of the cell

Ex- ……………………………………………………………………………………………………………………………………………..

3. Formulas
Formulas are used to do calculations inside the cells and starts with the equal mark (=) or Plus(+).

Mathematical Operators used in Microsoft Excel

Arithmetic Operators
Operator Meaning Examples
+ sum
- Subtract
* Multiplication
/ Division
^ power
% percentage
& To add more items

Comparison Operators
= equal
> Greater than
< Less than
>= Greater than or Equal
<= Less than or Equal
<> Not equal

Logical expressions
OR
AND
NOT

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Operator priority order
()
^
*,/
+,-

Exercise 02

Operator Result Operator Result

=4+2 =7>=3
=-9-3 =8<6 OR 9=9
=9*2 =4<3 AND 5>4
=6/3 =NOT(3>2)
=6>3 6/4*2-3+2
=MOD(10,3) =“LAP”&”TOP”
=32/8*3 6/3*3-1
=4^2+5*3 =NOT(4>3 OR 6<>6)

Writing formulas using cell references

Exercise 03 - Find the results referring to the given spreadsheet.

Formula Result
=B2+C2+C4
=C3-A1*C4
=D1*B4/B3-C2
=D4-A4+A2

Exercise 04 – Write the formulas to get the following values.

1. Sum of C1 and B3 divided by 4. = ..............................................................................................................

2. Average of A1 to A4 = ..............................................................................................................

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 Use of Functions to do Calculation

Let’s talk about few functions used in MS Excel

1. SUM () – Add all the numbers in a range of cell.

Ex- =SUM(A1,C2,B3)

2. AVERAGE() – shows the average of numbers, names or arrays which consist of numbers.

Ex - =AVERAGE (A1:A5)

3. Max() – To get the highest / Largest value of a data set ignores text.

Ex - =MAX(B2:B5)

4. MIN () – To get the smallest number of a data set ignores text.

Ex - =MIN(B2:B5)

5. COUNT () – Count the number of cells in a range which include numbers

Ex - =COUNT(A1:C5)

6. ROUND() – Round the numbers for Specified number of digits.

Ex - =ROUND(A1,2) Number of digits be rounded in to

Value to be rounded

7. RANK() – To get the ranks of numbers from a range of numbers.

Ex - =RANK(A1,$A$1:$A$5) and then drag the formula to other cells to get their ranks as well

8. If() – Checks whether a condition is satisfied and returns the value if TRUE or FALSE

Ex – =IF(A1>A2,”pass”,”fail”)

If true If false

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Exercise – 05 –answer the following questions according to the given spreadsheet

1. Get every students total marks to E column.

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2. How to copy the same formula in a cell to other cells which are around it?

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3. How to get the average marks of the student to F column?

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4. Find out who has taken the lowest marks and the highest marks for each subject.

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5. Get the number of cells from B5 to D11.

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6. Round all the average marks in F column to their 1st decimal point and those values to G column.

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7. Find out who has taken 1st ,2nd ,3rd,4th ,5th ,6th ,7th(rank) in the class by referring to G column.

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 Absolute and Relative cell addresses

Relative cell reference -

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Absolute cell reference –

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$B1 Column does not change when copied

B$1 Row does not change when copied
$B$1 Column and row both stays unchanged
when copied

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 Column absolute cell Row absolute cell

Total

Exercise – 06 - Refer the above bill of “PAPOL.INC” and answer the following questions.

1. How to calculate the total sales for February?

2. Following are steps to copy the formula in cell D3 to cells from D4 to D8. Fill the missing words.

Take the cell pointer to ........................... Move the mouse pointer to the lower ....................... corner of

the cell till it become “+”. Now click the left mouse button and drag the pointer to ...................... cell.

3. What is the single formula to find the total discounted sales value for 6 months. ........................................ 4.

What are the formulas to find the item with most expensive unit cost and the lowest unit cost?

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5. What is the Formula to find the discounted sales? =

6. The actual number of items sold on April is 3400. But it is mentioned on the bill as 4443. If this number is

corrected then which cells will automatically get updated? ....................................................

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