BACHELOR OF SCIENCE IN

COMPUTER SCIENCE

BSCSS-P1: Office Automation Laboratory

Semester-I

Department of Computer Science

School of Computer Science
Tamil Nadu Open University
577, Anna Salai, Saidapet, Chennai - 600 015.

www.tnou.ac.in
MAY 2022
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 05.05.2022

My Dear Beloved Learners!

Vanakkam,
The Tamil Nadu Open University (TNOU) that is marching towards the motto
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At this momentous juncture, I wish you all bright and future endeavours.

With warm regards,

(K. PARTHASARATHY)
 SYLLABUS

COURSE TITLE : Office Automation Laboratory

COURSE CODE : BSCSS-P1

COURSE CREDIT : 02

COURSE OBJECTIVES
While studying the Office Automation Laboratory, the student shall be able to:
 To acquire knowledge on editor, spread sheet, slide preparation.
 To improve creative thinking in presentation software.
COURSE OUTCOMES
After completion of the Office Automation Laboratory, the student will be able to:
• To perform documentation.
• To perform accounting operations.
• To perform presentation skills.

Exercises:

1. Introduction to open office/MS office/Libre office.

2. Word Processing: Formatting Text, Pages, Lists, Tables.
3. Spreadsheets: Worksheets, Formatting data, creating charts and graphs, using formulas and
functions, macros, Pivot Table.
4. Presentation Tools: Adding and formatting text, pictures, graphic objects, including charts,
objects, formatting slides, notes, hand-outs, slide shows, using transitions, animations.

Reference book:
1. Sushila Madan , Introduction to Essential tools,JBA,2009.
2. Anita Goel, Computer Fundamentals, Pearson, 2012.
 SCHEME OF LESSONS

S.No. Content Page No.

Introduction to open office/MS office/Libre

Block- 1 office. 1

Word Processing: Formatting Text, Pages,

Block -2 9
Lists, Tables.

Spreadsheets: Worksheets, Formatting data,

Block -3 creating charts and graphs, using formulas 22
and functions, macros, Pivot Table.

Presentation Tools: Adding and formatting

text, pictures, graphic objects, including charts,
Block -4 51
objects, formatting slides, notes, hand-outs,
slide shows, using transitions, animations.
Block - 1

Introduction to Open Office/MS Office/Libre Office.

1.1 Introduction to MS Word:

Step 1 : To Start word, follow these steps.

Step 2 : Click on the ‘Start’ button.

Step 3 : Select the option ‘Programs’, as shown in Fig.

Step 4 : Click the ‘Microsoft Word’ option, a Document will be

opened as shown below.

Ruler
Menu Title Bar Tool Bar Line

1
1.2 Creating Documents

For creating a new document do the following steps:

1. Type the following text in the workspace area:

This screen is seen every time Microsoft Word 2000 is started. Now you are
ready to type the document in the workspace available.

Word 2000 is a tool based on the concept of word-processor. It is an integrated

part of Office 2000 that is developed by Microsoft Corporation. Today, it is the
world’s most popular word-processor. The competitors to the Word package are
WordPerfect and Ami Pro (Part of Lotus Smart Suite). Although every word-
processor provides almost the same features, Word 2000 is most flexible to work
with.

2. For saving the file perform the following steps:

3. Select ‘File’ Menu from Main Menu.

4. Click the ‘Save As’ option, screen as shown in the following Fig.

Type ‘MYDOC’ in the filename textbox after erasing the contents in the box.

Word automatically gives an extension .doc to the file. Thus the file is saved with
the name mydoc.doc.

2
5. For closing the document do the following steps:

Before closing the document that the file is saved first.

Select ‘File’ option from Main menu.

Click ‘Close’ option from the menu.

1.3 Opening a Word document

For opening a word document do the following steps:

All Programs need the step1 & Step 6 :

Step 1 : Click Start → Programs → Ms-word button

Step 2 : Select the option program

Step 3 : Click the Ms-word.

Step 4 : Click on the file from the available list.

Step 5 : Click on ‘Open’ button

Step 6 : Stop / Close

The selected file will be opened.

3
1.4 Cutting, Copying and Pasting Text

You may require to use the same piece of information at more than
one place, instead of typing it again you can use the feature of cut,
copy and paste provided by word.

Editing the Text

Follow the steps to do so.

Step 1 : Click Start → Programs → Ms-word button

Step 2 : Type the Text

Step 3 : Select the text or picture you want to Cut or Copy.

Click on the appropriate icon from the toolbar, icons as

shown in Fig.

Copy

Cut Paste

Step 4 : Place the cursor where you want to paste the text
or picture.

Click on ‘Paste’ icon from the toolbar to paste.

Step 5 : Stop the process.

1.5 Modifying Font

Certain text can be displayed in a different format to highlight a

particular point .For doing to perform the following steps:

Step 1 , Step 2 → above

Step : 3 Select the text for which you want to change the Font.

Step : 4 Select the Font drop-down list box button as shown in

Fig.

4
 Click on the font ‘Arial’ in the font list box.

Step : 5 Select the text for which you want to change the
Font size.

Select the font size drop-down list box as shown

in the Fig

Click ‘14’ in the font size list box.

Step 6 : Select the text for which you want to change the font to bold
style.

Click ‘Bold’ button. You can undo the effect by clicking on the same
button again.

Select the text for which you want to change the font to italic style.

Click ‘Italic’ button.

Select the text you want to underline.

Click ‘Underline’ button. Undo the effect by clicking the

same button again.

Step 7 : Stop

Note: Bold, Italic, Underline buttons are toggle buttons.

5
1.6 Aligning Text

Step 1 : Start

Step 2 : Type the Text

Step 3 : Select the text for which you want to align to the center

of the line.

Step 4 : Click the ‘Center’ button as shown in Fig.

Left Justify

Step 5 : Select the text you want to align to the right of the line.

Click on the ‘Align right’ button as shown in Fig.

Step 6 : Select the text you want to align to the left of the line.

Click on the ‘Align left’ , button as shown in Fig.

Step 7 : To take care that the text written is always aligned

properly with the margins specified and to get perfect
justification of the text on the either side of the line.

Click on the ‘Justify’; button as shown in Fig.

Step 8 : Stop

1.7 Indenting Paragraphs and modifying line spacing

Step 1 : Start

Step 2 : Type the Paragraph in the available workspace

6
Step 3 : Select the paragraph for which you want to set the
indenting.

Click ‘Increase Indent’ as shown in Fig.

Step 4 : Click ‘Decrease Indent’ as shown in Fig used to

remove the indenting.

Step 5 : Select the paragraph you want to set the line

spacing.

Step 6 : Select the ‘Format’ Menu from Main Menu.

Step 7 : Click ‘Paragraph’ option , a dialog box as shown in

Fig.

Step 8 : Select ‘Line Spacing’ list box from the dialog box.

Click on ‘Double’ option from the list box.

Step 9 : Finally click on OK button.

Step 10 : Save the document.

7
 Step 11 : Stop the Process.

1.8 Setting and Modifying Tabs

Steps : 1 - 2

Step 3 : To modify the existing tabs do the following steps:

Select ‘Format’ Menu from Main menu.

Step 4 : Click ‘Tabs’ option, screen as shown in given Fig
will be displayed.

Step 5 : Enter ‘1’ in the text box for ‘Tab’ stop position.
Click ‘Set’ button. The new tab position is set.
Step 6 : To remove any unwanted tab stop select the tab
from the list.
Click ‘Clear’ button. The tab is removed.
Click ‘Clear All’ button to remove all the tabs set
currently by you.
Step 7 : Click ‘OK’ button to reflect the changes made now
on to the document.

Step 8 : Save the document.

Step 9 : Stop the program.

8
Block -2

Word Processing

Structure

Exercise -1: Formatting the Text

Exercise -2: Inserting Header and Footer to the document

Exercise -3: Table Creation

Exercise -4: Bullets and Numbering

Exercise -5: Chart Creation

9
 Exercise: 1

Formatting the Text

Aim: To format the given text using MS-Word.

Procedure:

1. Select Microsoft Word and open a new document.

2. Type the following text:

He was an old man who fished alone in a skiff in the Gulf Stream and he
had gone eighty-four days now without taking a fish. Ernest Hemingway:
The Old Man and the Sea (1952).

3. Italicize the text.

4. Underline the title of the story.

5. Bold the author’s name.

6. Increase the font size to 14.

7. Change the font style to (your choice!).

8. Adjust the line spacing to 2.0 (double space).

9. Spell checks your work.

10. Use Save As to save your document to the M Drive. Name the
document The Old Man and the Sea.

11. Save your work.

Output:

He was an old man who fished alone in a skiff in the Gulf Stream and he
had gone eighty-four days now without taking a fish.

Ernest Hemingway: The Old Man and the Sea (1952)

10
 Exercise: 2

Inserting Header and Footer to the document

Aim: To insert page number by using header and footer in MS-Word.

Procedure:

1. Select on the ‘View’ Menu of the Main Menu.

2. Click on the ‘Header and Footer’ option. The screen as shown in Fig
will be displayed.

3. Click on ‘Insert Date’ icon on the ‘Header Footer Toolbar’ to insert date
on the header.

4. Press a ‘Tab key’ on the key board.

5. Write ‘Radiant Software Ltd’

This is the header of your document.

After adding a header to the document we move ahead to insert a footer.

6. Click on ‘Switch between header and footer icon’ on the toolbar.

Footer screen is displayed.

7. Click on ‘Insert page number’ icon on the toolbar.

8. Press ‘Tab key’ twice on the keyboard.

9. Write ‘Annual Report’.

10. Click ‘Close Header and Footer’ icon on the header/footer toolbar.

Output:

11/1/2001 Radiant Software

1/10 Annual Report

11
 Exercise: 3

Table Creation

Aim : To create a table in MS Word 2007.

Procedure to Insert or create a table:

1. Click where you want to insert a table.

2. On the Insert tab, in the Tables group, click Table, point to Quick
Tables, and then click the template that you want.

On the Insert tab, in the Tables group, click Table, and then click Insert
Table.

3. Under Table size, enter the number of columns and rows.

4. Under AutoFit behavior, choose options to adjust the table size.

Add a cell

1. Click in a cell that is to the right of or above where you want to

insert a cell.

2. Under Table Tools, on the Layout tab, click the Rows &
Columns Dialog Box Launcher.

Add a row above or below

1. Click in a cell above or below where you want to add a row.

2. Under Table Tools, on the Layout tab, do one of the following:
3. To add a row above the cell, click Insert Above in the Rows and
Columns group.
4. To add a row below the cell, click Insert Below in the Rows and
Columns group.

12
Add a column to the left or right

1. Click in a cell to the left or right of where you want to add a

column.

2. Under Table Tools, on the Layout tab, do one of the following:

a. To add a column to the left of the cell, click Insert Left in

the Rows and Columns group.

b. To add a column to the right of the cell, click Insert Right in

the Rows and Columns group.

Delete a cell

1. Select the cell that you want to delete by clicking its left edge.

2. Under Table Tools, click the Layout tab.

3. In the Rows & Columns group, click Delete, and then click
Delete Cells.

Delete a row

1. Select the row that you want to delete by clicking its left edge.

2. Under Table Tools, click the Layout tab.

3. In the Rows & Columns group, click Delete, and then click
Delete Rows.

Delete a column

1. Select the column that you want to delete by clicking its top
gridline or top border.

13
 2. Under Table Tools, click the Layout tab.

3. In the Rows & Columns group, click Delete, and then click
Delete Columns.

Merge cells

We can combine two or more table cells located in the same row
or column into a single cell. For example, we can merge several cells
horizontally to create a table heading that spans several columns.

Select the cells that you want to merge by clicking the left edge of a cell
and then dragging across the other cells that you want.

Under Table Tools, on the Layout tab, in the Merge group, click Merge
Cells.

Split cells

1. Click in a cell, or select multiple cells that you want to split.

2. Under Table Tools, on the Layout tab, in the Merge group, click
Split Cells.

Output:

S.No Name DOB

1 Anbu 17-06-1982

2 Balaji 25-08-1992

3 Chandru 10-07-1987

4 Dhanasekar 15-01-1985

5 Elumalai 23-04-1995

14
 Exercise: 4

Bullets and Numbering

Aim: To create numbering and bulleting list in MS Word 2007.

Procedure:

To insert a new list:

 Select the text you want to format as a list.

 Click the Bullets or Numbering commands on the Home tab.

 Left-click the bullet or numbering style you want to use. It will

appear in the document.
 Position your cursor at the end of a list item, and press
the Enter key to add an item to the list.

To remove numbers or bullets from a list, select the list and click
the Bullets or Numbering commands.

To select an alternate bullet or numbering style:

 Select all of the text in an existing list.

 Click the Bullets or Numbering commands on the Home tab.

15
  Left-click to select an alternate bullet or numbering style.

Using bulleted lists

To use a symbol as a bullet:

 Select an existing list.

 Click the Bullets command.
 Select Define New Bullet from the list. The Define New Bullet
dialog box appears.
 Click the Symbol button. The Symbol dialog box appears.

 Click the Font: From drop-down box, select a font category.

16
  Left-click a symbol to select it.

 Click OK. The symbol will now appear in the Preview section of
the Define New Bullet dialog box.

 Click OK to apply the symbol to the list in the document.

 You can use a picture as a bullet. Click the Picture button in the
Define New Bullet dialog box, then locate the image file on your
computer.

To change the bullet color:

 Select an existing list.

 Click the Bullets command.
 Select Define New Bullet from the list. The Define New Bullet
dialog box appears.
 Click the Font button. The Font dialog box appears.

17
  Click the Font color: From the drop-down box.
 Left-click a color to select it.
 Click OK. The bullet color will now appear in the Preview section
of the Define New Bullet dialog box.
 Click OK to apply the bullet color to the list in the document.

Output:

1. Apple

2. Orange

 Grapes

 Pineapple

18
 Exercise: 5

Chart Creation

Aim: To create a chart in MS Word 2007.

Procedure:

To add a chart to the active document, follow these steps:

1. Place the insertion point at the beginning of the paragraph

where you want the chart to appear. It's best to use a blank
paragraph. You can move the chart later if you need to.
2. On the Insert tab, in the Illustrations group, click Chart.

Word displays the Insert Chart dialog box:

19
 3. Select chart type that you want and then click the OK button.
Two things now happen:
 Word launches Excel, which creates a workbook
named Chart In Microsoft Office Word. This workbook
consists of a single worksheet containing sample
categories, series, and data.

Output:

20
21
Block-3:
__________________________________________________________
Spreadsheets
Introduction to Microsoft Excel:

MS Excel is a component of Ms-Office. It is known as a

spreadsheet package. It is used mainly for calculation purpose. It deals
with characters and numbers. The older versions used are lotus 123,
VisiCalc, etc.

The default file name in Excel is BOOK1. We call the files in Excel as
workbooks. The extension for workbooks is XLS. Apart from other tools
like standard and formatting tool bars, in Excel there is another tool bar
known as formula bar present below the formatting bar. This formula bar
contains a name box to the left of it where you can get the address of the
active cell.

In a workbook, you have worksheets where you have to work. By default,

3 sheets are present and you can insert a maximum of 255 worksheets
in a workbook. You can switch between the sheets by clicking on them.
In a worksheet, you will have cells, which are a combination of rows and
columns. A maximum of 65536 rows and 256 columns are present.
Columns are number from A,B,C,…..Z, AA, AB,…IV and rows are
numbered from 1 to 65536. A pointer known as Cell pointer is used to
identify the active cell. The address of the cell is given by its column
name and row number like B25, C5, etc, you can navigate throughout the
worksheet by using the arrow keys.

Formatting Cells

Formatting text

Formatting refers to changing the appearance of text in a cell or

range of cells. To make a text stand out from the remaining text, you can
format all of the text in a cell or selected characters.

Cells:- It is used to format the contents in the cells. When you select this
option, it will open a dialog box where you can see 6 tabs. They are
number, alignment, font, border, patterns and protection. To give
formatting to the cells, you have to select the cells and then opt for this
command.

22
The number tab is used to set or apply the number formats to the
selected cells like currency, percentage, scientific, date, time, decimal
places, etc.,

The alignment tab allows you to either align the contents in the text to the
left, right, center or justify in horizontal. You can also align top, bottom
and center of the cell in vertical or to can give the text an angle so that it
will appear inclined in the cell.

Fonts tab is used to apply different font styles, font name, font size and
other effects to the cell contents.

Border tab allows you to set borders to the cells. You can give border
style by selecting one from the list. You can also set required color for the
border.

Sheet:- It is used to format the sheet. It opens another menu with options
rename, hide, unhide and background.

‘Rename’ is used to give a name to the current worksheet. You can also
get this command by right clicking on the sheet or by double clicking on
the sheet. You can give different background effects for the sheet with
pictures that are available in the files. This you can do by selecting the
‘background’ option. The same command changes to ‘delete background’
after you apply background.

Auto format:- This option allows you to format the selected range of cells
with the required format by select any one from the list. When you select
a particular format, the preview of it also can be seen.

23
 Figure : 1

Conditional formatting:- As the name itself says conditional formatting,

the cells will be formatting with the format that we give and when the
given condition is met.

Steps:

Step 1 : Select the range of cells to which a conditional format has to be

applied.

Step 2 : Click the format menu and choose the conditional Formatting
option.

Step 3 : Specify the required condition in the Condition1 section of the

Conditional formatting dialog box.

24
 Figure No: 2

Step 4 : Click the Format button to open the Format Cells dialog box.

Step 5 : Select a required color from the Color list box and click the OK

button.

Step 6 : Click the OK button of the conditional formatting dialog box.

The cells that match the specified conditions will be highlighted by the
selected color. You can add another condition by clicking on the Add
button in the conditional formatting dialog box. The dialog box expands
and displays the second condition.

Figure No: 3

25
Excel allows you to specify a maximum of three conditions. If none of the
specified conditions are true, the cells keep their existing format. If more
than one specified condition is true, Excel applies only the formats of the
first true condition.

Functions:-

A function is a predefined program which gives the result to specified

values of needed calculations. It reduces the complex task to a simple
one. A function consists of a formula, which in turn consists of cell
references. There are different types of functions available in Ms-Excel.
They are as follows.

Mathematical & Trigonometric functions.

Date & Time functions

Text functions

Logical Functions

Database functions

Statistical Functions

Lookup & reference

Financial Functions.

Parts of Function:

Every function in Excel comprises of two parts:

Function name

Function arguments.

Function Arguments:

Arguments are data received by the function. Each function receives a

specific kind of arguments. It can be numbers, text, date or logical values

26
such as True or False.

Syntax:

=<Function name> (<List of arguments>)

The following example illustrates the usage of the ROUND function.

=ROUND(c6,3)

Here, ROUND is the name of the function, which rounds the decimal part
of a number to the specified number digits. In this example, the ROUND
function will round off the value in the cell C6 up to three decimal places.

Rules for Using Functions:

Just like a formulae, functions also follow certain rules.

All functions must begin with sign.

The arguments of a function must be enclosed within brackets.

The arguments should be separated by a comma.

The cell range should be mentioned using a colon.

When entering a functions, you should start it with an ‘=’ (equal to)
symbol. Function is identified with a parenthesis. Eg: Sum( ), avg( ).
Whenever you select any function, a function wizard appears which will
show the next step to execute the given function. When you select the
function command, a dialog box appears where to the left side you can
see the different types of functions. When you select a particular
category, the functions in that category are shown to its right side.

Mathematical & Trigonometric Functions:-

All the mathematical calculations like addition, multiplication, power, etc,

can be done easily by using these functions. You can also find the
trigonometric values of sin, cos, tan, etc., using these functions.

Sum( ):- This function is used to add the given values that you pass as
the parameters. The parameters can be the values or may be the cell
addresses containing the values.

27
Syntax: =sum(number1, number2,……)

Fact( ):- It will return the factorial of a given number.

Syntax: =Fact(number)

Power( ):- This function gives the result after raising the number to its
power.

Eg: =power(2,6)

Result: 64

Mod( ):- Gives the remainder after dividing the given number.

Eg: =mod(7,3)

Result: 1

Date & Time functions:-

These functions are related to system date and time. In Excel, every date
and time is identified with a number.

DateValue( ):- This function returns the numbers that represents a date in
Excel. The parameter you have to specify is the date in text i.e., in single
quotes. When entering the date, you have to give month, day and then
the year.

Syntax: =datevalue(date_text)

Eg: =datevalue(‘12/22/2007’)

Today( ):- It will not take any parameters but it will display the system
date.

Eg: =today( )

Month( ):- It will return the number of the month (1 to 12) from the given
date.

Eg: =month(‘date_text’)

28
Day( ):- It will return the day of the month (1 to 31) from the given date
that is given as a string.

Syntax: =day(‘date_text’)

Eg: =day(‘12/22/2007’)

Result: 22

Timevalue( ):- This function displays the value of the time in Excel. The
value for the time will be less than 1.

Syntax: =timevalue(‘time_text’)

Text functions:-

These functions deals with text or the string you enter in the cells.

Lower( ):- It is used to convert the given string into lower case.

Syntax: =lower(‘string’)

Eg: =lower(‘AURORA’)

Result: aurora

Upper( ):- It converts the given string into upper case.

Syntax: =upper(‘string’)

Eg: =upper(‘madhu’)

Result: MADHU

Proper( ):- Converts the starting character of each word into upper case
and rest into lower case.

Len( ):- It gives the number of characters present in the given string
including spaces.

Logical Functions:-

These functions are used to display the appropriate value by checking

the given condition.

29
If( ):- This function checks for a condition specified as the first parameter,
and when it is true displays the second parameter in the cell otherwise
third parameter value is displayed.

Syntax: =if(condition, true value, false value)

Eg: =if(3>5, “good”, “best”)

Result: best

And( ):- It will return true when all the conditions passed as the
parameters are true. Otherwise it will return false.

Syntax: =and(condition 1, condition 2)

Eg: =and(2>1, 5>4,7>3 )

Result: True

Or( ):- It will return true when any of the condition is true.

Syntax: =or(condition 1, condition 2)

Eg: =or(3>5,9>2,45>23 )

Result: True

Statistical Functions:-

It is used to find the average, standard deviation, correlation, etc., values.

Average( ):- It returns the average of the given values that you pass as
the parameters.

Syntax: =average(number1, number2, number3,………)

Max( ):- It returns the maximum value from a given range of values.

Min( ):- It returns the minimum value from the given number.

30
The Insert Function Feature:

By now, you must be familiar with various functions available in Excel.

Working with these functions are as easy as learning them. Excel
provides a feature called Insert Function, which helps you to work with
these functions more easily.

To invoke the Insert Function dialog box,

Click the Insert menu.

Choose the Function option.

The Insert Function dialog box allows you to search for a function text
box.

Type the function in the Search for function text box.

Click the Go button.

Figure no: 4

Inserting Functions:

The insert Function dialog box enables you to insert a specific

function for the data in the worksheet. Assume that you have the marks of

31
a student in five subjects. You can find the average mark of the student
using the Average function under the Statistical category.

Figure No: 5

Enter the cell range in the Number1 text box.

Click the OK button.

Charts:

Charts are pictorial representation of large volumes of data.

Representing data in terms of charts makes it interesting and easy for the
users to see comparisons and trends in data.

There are different types of charts available namely bar graphs, pie
charts, three dimensional charts, etc,

Components Charts:

A chart is linked to the data for which it is created. The chart will be
updated automatically when you change the worksheet data. There are
four components of a chart. They are:

Data
Axis labels
Legend
Data Labels

32
 Data Label
Y-Axis Label

Legend

X-axis Label

Figure No: 6

Steps for Chart Preparation

To create a chart of particular type, first type the data in the sheet, place
the cell pointer at any of the cell of the data, and select this ‘chart’ option.
When you select this command, it will open a chart wizard, in which the
following steps are provided to create an effective and attractive chart. A
wizard is the one that shows the step by step procedure to executive a
particular command.

Step-1:: In this step, you will be allowed to select the type of the chart like
column, pie, xy scatter, etc, in this step, all the chart types are provided
with samples. Select any one and click on ‘next’ button.

Step-2:: In this step we will be allowed to enter the data source(range) of

which we want to create a chart. In the same dialog box we will be
allowed to opt or specify the series which has to be took on x-axis.
Specify the required data and click on ‘next’ button.

Step-3:: In this step, the chart options will be provided according to the
chart type selected. They are as follows:

Title: This tab allows the user to give the name(titles) to the char. They
are chart title, X-axis and Y-axis.

33
Axes: This tab allows the user to have or remove the axes series i.e.,
display of X-axis contents or Y-axis contents.

Gridlines: This tab allows the user to have or remove the gridlines in the
graph from X-axis and Y-axis.

Legends: This tab allows the user to have or remove the legends(marks
identifiers) and placement of legends(left, right, top, bottom).

Data labels: This tab allows the user to have the values in the graphs.

Data table: This tab allows us to have a data table of the chart along with
the chart in the sheet.

Specify the above settings and click on the ‘next’ button.

Step-4: This is the final step of the chart wizard where we will be allowed
to specify the location of the chart whether in the same sheet or in the
new sheet. Click on the ‘finish’ button and a chart is inserted in the
location you specify.

The chart and data table are linked. When you make any changes in the
table, they will get updated in the chart. You can also make changes to
the chart like chart type, data source, format the chart etc. this you can
make by selecting the chart in the sheet and selecting the required
command from the short cut menu, which appears when you right click
on the chart.

Types of Charts

You can display the chart along with the data in the same worksheet or
display I in a separate worksheet. Thus, the charts in Excel can be
classified as:

Chart Sheet: A chart sheet is a part of a worksheet that contains only a

chart. Chart sheet can be used when you want to view the chart or any
report separately from the worksheet data.

Embedded Chart:- An embedded chart is placed on a worksheet rather

than on a separate sheet. Embedded charts can be used to view or print
a report with its source data or other information in a worksheet.

34
 Exercise-1:

Create a MS-Excel worksheet to illustrate sorting.

To Sort the Data:

Steps:

Stat →Page → MS - Excel

Select data on list to be sorted. For example salary in the above figure.

Step 1 : Click the Data Menu and select the sort option. The sort
dialog box appears.

Step 2 : Select the ascending or descending option in the Sort by

Section.

Stop

35
Click the OK button.

36
 Exercise-2:

Create worksheet with following fields Empno, Ename, Basic Pay(BP),

Travelling Allowance(TA), Dearness Allowance(DA), House Rent
Allowance(HRA), Income Tax(IT), Provident Fund(PF), Net Pay(NP)

Given: DA= 30% of BP, HRA=20% of BP, TA=17.5% of BP, IT=15% of

BP, PF=12.5% of BP

Steps:-

Step 1 : Create an Excel Worksheet for an employee pay roll system.

Step 2 : Enter the details of Employee as given and calculate the DA,
TA, HRA, IT, PF as a percentage on the basis of Basic Pay.

Step 3 :Calculate the Net Pay by using the formulae Gross Pay=
DA+TA+HRA+BP Deductions=IT+PF.

Step 4 : Net Pay= Gross Pay-Deductions.

37
 Exercise-3:

Create an Excel Worksheet with fields as Roll No, Name, Marks and
percentage.

Steps:-

Step 1 : Create an Excel Worksheet by inserting field names.

Step 2 : Calculate total marks, Averages, Results and Divisions.(By using

Mathematical and Logical Functions).

Step 3 : Represent the Data by inserting the Pie Chart.

38
 Exercise-4:

Create an Excel Worksheet for the monthly sales of a product and also
represent the data by using bar chart?

Steps:

Step 1 : Create an Excel sheet with the given Data.

Step 2 : Assuming sales of a product for different months can be

represented by using bar chart.

39
 Exercise-5:

Demonstrate any two Statistical functions using MS-Excel.

Standard Deviation: The most comprehensive description of dispersion

are those that deal with the average deviation from some measure of
central tendency. Two of these measures are important to our study of
statistics : the variance and standard deviation both of these tell us an
average distance of any observation in the data set from the mean of the
distribution.

SD = ∑(X-µ)^2/N
= 0.051/15
= √2
X= Observation
µ= Population Mean
N=Total number of elements in the population
∑= Sum of all the values(x-µ) 2 or all the values x2
 = Population standard Deviation
2 = Population Variance

Answer: 2=∑(x-µ) 2/N  0.05096/15 = 0.0034 percent squared

40
 Exercise-6:

Demonstrate financial functions using MS-Excel.

Capital Budgeting Techniques

Traditional (or) Non-discounting Time-adjusted, (or) discounted cash flows

Payback period Net Present value

Accounting rate of return Profitability Index

Discounted pay back Terminal value Internal rate of return

NPV: - The NPV of an investment proposal may be defined as the sum of the present
values of all the cash inflows less the sum of present values of all the cash out flows
associated with a proposal.

41
A rate of discount must be specify and applied to both inflows and outflows in order to
find out their present values.

CALCULATION OF NPV:-

NPV=Excess of PV of inflows over PV of outflows

= PV of cash inflows-PV of outflows

CF1 + CF2 + CFn CFo (1+k)1 (1+k)2 (1+k)n

n
NPV= ∑ _CFi_
i=
(1+k)i

Here, NPV= Net Present Value

CFi = Cash Flows Occuring at Time (0,1,2, n)

K = Discount Rate

n = Life of the Project in years.

42
 Exercise-7:

Demonstration of pivot table using MS-Excel.

A pivot table is a tool that allows you to quickly summarize and analyze data in
spreadsheet.

You can use a pivot table when:

You want to arrange and summarize your data.

The data in your spreadsheet is too large and complex to analyze in its original format.

Steps to Create a Pivot Table

To create a pivot table in Excel 2007, you will need to do the following steps:

Before we get started, we first want to show you the data for the pivot table. In this
example, the data is found on Sheet1.

43
Highlight the cell where you'd like to see the pivot table. In this example, we've selected
cell A1 on Sheet2.

Next, select the Insert tab from the toolbar at the top of the screen. In the Tables
group, click on the arrow under the PivotTable button and select PivotTable from the
popup menu.

44
A Create PivotTable window should appear. Select the range of data for the pivot table
and click on the OK button. In this example, we've chosen cells A1 to D2156 in Sheet1.

45
Your pivot table should now appear as follows:

46
Next, choose the fields to add to the report. In this example, we've selected the
checkboxes next to the Order ID and Quantity fields.

Next under the Values box, click on the "Sum of Order ID" and drag it to the Row Labels
box.

47
Finally, we want the title in cell A1 to show as "Order ID" instead of "Row Labels". To do
this, select cell A1 and type Order ID.

Your pivot table should now display the total quantity for each Order ID as follows:

48
 Exercise-8:

Demonstration of Macros in MS-Excel

We can use macros in Excel 2007 to save time by automating tasks that you
perform frequently. A macro is a series of commands grouped together that you can run
whenever you need to perform the task.

Display the Developer tab to work with macros in Excel 2007.

Steps to record a macro:

Choose Record Macro in the Code group of the Developer tab.

The Record Macro dialog box appears.

Type a name for the macro in the Macro Name text box.

The first character of the macro name must be a letter, and the name cannot contain
spaces or cell references. Macro names are not case-sensitive.

(Optional) Assign a Shortcut Key.

49
If you select a shortcut key already used in Excel, the macro shortcut key overrides the
Excel shortcut key while the workbook that contains the macro is open.

From the Store Macro In drop-down list, select where you want to store the macro:

This Workbook: Save the macro in the current workbook file.

New Workbook: Create macros that you can run in any new workbooks created during
the current Excel session.

Personal Macro Workbook: Choose this option if you want the macro to be available
whenever you use Excel, regardless of which workbook you’re using.

(Optional) Type a description of the macro in the Description text box.

Use the Record Macro dialog box to begin creating a macro.

Click OK.

The Record Macro option on the Developer tab changes to Stop Recording.

Perform the actions you want to record.

Excel records your steps exactly — such as (Select cell C3) — but you can also record
the steps relative to any current cell — such as (Go up one row and insert a blank line).
To do so, click the Relative References button on the Developer tab. You can turn the
Relative References feature on and off as needed while recording the macro.

Choose Stop Recording in the Code group of the Developer tab.

The macro recorder stops recording keystrokes, and the macro is complete.

50
Block – 4

Presentation Tools
Microsoft Office PowerPoint

"PowerPoint" refers to Microsoft PowerPoint, a program that allows the user to

design a presentation that consists of multiple slides. These slides may contain
images, text, video clips, and related types of information. PowerPoint is useful for
delivering a speech, because the user can utilize text on the screen to remind him
or herself of the information to be conveyed to the audience or to summarize
his/her dialogue into more manageable and "friendly" sizes, as well as to entertain
or explain graphs, charts, and related data.

The Basics: Creating and Editing a Presentation

The PowerPoint Window

1. Title Bar - Displays the name of the application followed by the title of the
presentation.

2. Formatting Toolbar - Provides quick access to commands you need for

formatting.

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 3. Outline and Slides Tab - The slides tab gives you a thumbnail view of all
the slides in the presentation and allows to rearrange their order; the
outline tab adds textual content to the slides in an outline format.

4. Slide Pane - Area where you build the slides for presentation.

5. View Buttons - Change the way you view the presentation; the Normal view
(left button) is the default, the Slide Sorter view (center button) shows only the
thumbnails and is used to sort and rearrange the presentation, and the Run
view (right button) runs the presentation from the current slide.

6. Drawing Toolbar - Provides all the tools need to draw and format objects.

7. Notes Pane - Adds notes for yourself for each slide in your presentation.

8. Task Pane (Windows version) - Varies based on what you are currently
working on; when you first start PowerPoint, you see the New Presentation
task pane; other possible tasks include Slide Layout, Slide Design, and
Effects.

9. Menu Bar - Includes all of the PowerPoint menu choices.

10. Placeholders - Designate the space that will be filled with titles, text, or other
objects such as graphics or charts.

11. Application Close Button (Windows Version) - Exits PowerPoint.

12. Presentation Close Button (Windows version) - Closes the current

presentation.

Create a New Presentation:

Using the AutoContent Wizard

1. If necessary, chose File > New to display the New Presentation pane.

2. On the New Presentation pane, click on the AutoContent Wizard link.

You will be walked through a series of questions about the presentation you are
making, including a category for the type of information being presented and the
method of delivery. The Wizard then applies a background and text as well as an

52
outline of text you may use as a guide. This is the preferred method for creating a
presentation in the least of amount of time.

Using a Design Template

1. If necessary, choose File > New to display the New Presentation pane.

2. On the New Presentation pane, click on the From Design Template link.

3. The Slide Design pane will display on the right side of the screen with a
variety of different templates to choose from.

4. Select the design of your choice from the Slide Design pane.

5. Click OK to begin working with the first slide in the Normal View.

Using a Blank Presentation

1. If necessary, chose File > New to display the New Presentation pane.

2. On the New Presentation pane, click on the Blank Presentation link.

This will open a new presentation with no template. You will provide the content,
background, color scheme, text format, etc. This method gives you the most
freedom, but also requires the most amount of time to complete.

Adding a new slide

Once you have opened a new presentation, the next step is to add and format the
content. PowerPoint provides a selection of pre-defined slide layouts based on
different types of content that you can use to quickly add content to the slides. For
each of the 27 Slide Layouts provided, PowerPoint combines the four types of
placeholders in different combinations; each placeholder will be replaced with the
following type of content:

53
 Place holder: Replaced with:

Title A title

Subtitle A subtitle

Text A bulleted list

Content +Slide Layout Placeholders

Using a Slide Layout ensures that the text and other elements you enter into the
placeholders will have consistent spacing and be optimally arranged.

How to Add Slides to a Presentation

1. Click the New Slide button on the Formatting toolbar.

2. From the list of Slide Layouts, select the layout you want to apply to the new
slide.

3. You may now begin adding content using the placeholders in the layout.

How to Change the Layout for any Slide

PowerPoint will try to guess what layout you want to use for new slides that are
added to the presentation. If you want a different layout for the slide you can
quickly change the layout for any slide.

1. Display the slide that you want to change in the Slide Pane (work area in the
center of the window).

2. Choose Format > Slide Layout to display the Slide Layout task pane.

3. Click on the layout you want to apply to the slide.

4. PowerPoint will attempt to fit existing content into the new layout, but you will
probably have to make additional changes.

54
How to Add Slides in the Outline Tab

You can also create new slides while working in the Outline tab. By default the
Outlining toolbar should display, but if it does not, select View > Toolbars >
Outlining.

1. Display the Outline tab by clicking on Outline in the pane on the left.

2. Place the cursor at the end of the text in the slide you wish the new slide to
follow.

3. Click the New Slide button to insert a new slide.

Entering Text on a Slide

Enter Text on a Slide Using Placeholders

1. Click on the Title, Subtitle, or Text placeholder.

2. Type the text you want.

3. If necessary, press [Return] or [Enter] to move to a new line.

4. Click anywhere on the slide outside of the placeholder to deselect it.

Enter Text Using the Outline Tab

Working in the Outline Tab allows you to type and edit text for the presentation in a
more word processing-like environment than the Slide pane. The Outline tab
displays in the pane on the left side of the screen when you are working in the
Normal view.

Information in the Outline tab is arranged by levels. The Title of each slide appears
as the first, left-most level next to a numbered icon of the slide. Bulleted text is
indented one to four levels to the right of the title. The Outline tab has an Outlining
toolbar that displays to the left of the pane.

Tip: If the Outline and Slides panes are not displaying in the Normal view, select
View > Normal (restore panes)

and it will display on the left side of the screen.

55
 1. After adding a new slide, Type the slide title and press [Return] or [Enter].

2. To change the slide text to a first level bullet, press [Tab] or click the
Demote button on the Outlining toolbar.

3. Type the text for the first bullet and press [Return] or [Enter] to move to the
second bullet.

4. To create a sub-bullet, press [Tab] and type the text.

5. Continue to enter text for bullets and sub-bullets until the slide is complete.

o Use [Return] or [Enter] to create a new instance of the same level you are
on. For example, if you are typing a level one bullet, pressing [Return] or
[Enter] will create another level one bullet.

o To demote a line of text, use [Tab] or the Demote button. This will make a
level one bullet into a level two sub-bullet.

o To promote a line of text, press [Shift] and [Tab] together or click on the
Promote button. This will turn a level one bullet into the Title of a new slide.

Adding Clip Art to a Slide

Effective visuals emphasize the key content points in a presentation. PowerPoint

provides a selection of professionally designed pictures, or clip art, that you can
use in your presentations. These clip art images include many different themes
such as animals, people, buildings, food, holidays, business, and more.

How to Insert a Clip Art Image

1. Move to the slide on which you want to place clip art.

2. Apply a Slide Layout that includes a content or clip art placeholder.

3. Open the Select a Picture dialog box by:

• Clicking on the Clip Art button on the content placeholder (OR)

• Double-clicking on the clip art placeholder.

56
 1. In the Search box, type a word or phrase that describes the clip you want.

2. Click Search. PowerPoint displays the search results in the Select Picture
List.

3. Click on the clip art image you want and click OK.

How to Resize a Clip Art Image

Once you have added a clip art object to your slide, you can resize it to make it fit
better into your presentation.

1. Click on the Clip Art object to select it.

2. Put the arrow on one of the resize handles at the corner of the picture until the
cursor changes to a double-headed arrow.

3. Depress the mouse button and drag the handle toward or away from the
center to make the image larger or smaller. The corner handles resize the
image proportionally and the handles on the sides of the image increase or
decrease the height or width of the image. When you release the mouse
button, the object appears in its new size.

Editing Slide Text

You know how to enter text into your presentation, but what happens if you decide
you want to change the text? PowerPoint allows you to navigate to a specific slide
and change the text.

Navigate in a Presentation

To Move to: Do this:

The last slide in the Drag the scroll box to the bottom of the scroll bar
presentation or press [Ctrl] and [End]

The first slide in the Drag the scroll box to the top of the scroll bar or
presentation press [Ctrl] and [Home]

57
 To Move to: Do this:

The next slide in the Click in the scroll bar below the scroll box or press
presentation [Page Down]

The previous slide in the Click in the scroll bar above the scroll box or
presentation press [Page Up]

To a specific slide Drag the scroll box up or down until the scroll
indicator displays the slide you want.

Selecting Text

Knowing how to select text is a critical skill in all Microsoft Office applications.
Selecting text is a necessary step for many procedures such as deleting blocks of text
or formatting.

Selection Technique
Method

Drag To create a highlighted selection, point at one end of the

text to be selected. Press and hold the mouse button
while dragging the pointer to the other end of the text,
then release the mouse button.

Select a Double-click anywhere on the word you want to select.

word

Select a Press [Ctrl] and click anywhere inside the bulleted text.
bullet item You may also triple-click anywhere on the word you want
to select.

Deselect Make another selection or click the mouse button in the

text area.

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How to Edit Text in a Slide Pane

You can edit text or move bulleted text in the Slide pane or the Outline tab. To edit
text in the Slide pane:

1. Select the bulleted text you want to change.

2. If necessary, edit the text by:

o Pressing the [Delete] key to delete the text; or

o Typing new text to replace the selected text.

3. If necessary, move the bulleted item by:

o Selecting the entire bulleted item; and

o Dragging the item up or down to move it to its new location.

Move Bulleted Items in the Outline Tab

You can change the order of bulleted items and slides in the Outline tab:

1. Select the slide or bulleted item you want to move.

2. Click the Move Up or Move Down button on the Outlining toolbar until
the slide or bulleted item appears where you want it.

Formatting Text Slides

Apply Character Formats

You can use character formatting to add interest to presentations, but do so

sparingly. Keep in mind that adding too much character formatting can detract
from your message or make it confusing.

Format Text

You can change the appearance of text by changing its font, size, style, and color.
You can format text in the Outline tab or the Slide pane. To format text:

1. Select the text you want to format.

59
 2. To change the font, select a new font from the Font drop-down list on the
Formatting toolbar.

3. To change the size, select a new size from the Size drop-down list on the
Formatting toolbar.

4. To change the style, click the Bold, Italic, or Underline button on the Formatting
toolbar.

5. To change the color, select a new color from the Font Color button's drop-
down palette. (The Font Color button is on the Drawing toolbar).

Repeat Formatting

When you format text in a slide, you can press the [F4] key to repeat that format
for newly selected text. If you use the toolbar to apply more than one format,
PowerPoint will repeat only the last format you applied.

Align Text

Alignment determines the position of the text within its text object box on a slide.
Text can be left-aligned, right-aligned, centered, or justified, as follows:

1. Select the text you want to align.

2. Choose Format > Alignment to display the Alignment sub-menu.

3. From the sub-menu, select the alignment option you want:

o Align Left - aligns text at the left edge of the text object box.

o Center - aligns text between the left and right edges of the text object box.

o Align Right - aligns text at the right edge of the text object box.

o Justify - begins text at the left edge and ends the text at the right edge of
the text object box.

You can also use the Alignment buttons on the Formatting toolbar to left-align,
center, and right-align text.

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Line Spacing

Line spacing is the vertical distance between two lines of text. By default, line
spacing is set to single-line spacing, which means that the amount of space
between lines of text depends on the size of the font used. For example, if the font
size is 12, then single-line spacing will be 12 pts between lines of text. If you
applied double-line spacing, then the lines would be separated by 24 pts of space.

Setting Line Spacing

1. Place the cursor in a paragraph, or select the paragraphs you want to affect.

2. Choose Format > Line Spacing.

3. In the Line Spacing dialog box, click on the arrows to increase or decrease
line spacing options, or enter an exact setting.

4. Click OK.

Line Spacing Options

In the Line Spacing dialog box, there are three options for changing the amount of
space between lines and bullet items on a slide.

o Line Spacing - the amount of space between selected lines of text. By

default, line spacing is set to 1.

o Before Paragraph - increase or decrease the spacing before the first line of
each selected paragraph.

o After Paragraph - the amount of space after the last line of each selected
paragraph.

Indents

In PowerPoint, indents are used to align bullets and text at a set distance from
the margins. When the horizontal ruler in PowerPoint is displayed, you will find one
set of the following indent markers on the left edge of the ruler for each level of
bullets on the slide:

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Indent Marker Types:

Marker Marker Function

Name

Bullet Indent Controls the left boundary for the bullet.

Text Indent Controls the left boundary of text for a bulleted item.

Left Indent Controls the left boundary for both bullets and text.

How to Change Indents

1. Select the text object that you want to affect.

2. Choose View > Ruler to display the ruler.

3. To adjust the first-line indent, click and drag the upper marker for that indent to a
desired position on the ruler.

4. To adjust the subsequent lines in a paragraph, click and drag the upper marker
for that indent to a desired position on the ruler.

5. To maintain the relationship between the first line and the rest of the
paragraph (to move both markers at once), click and drag the bottom half of
the lower marker to a desired position on the ruler.

Preparing to Deliver a Presentation

After adding all of the content to a presentation, it is time to put the finishing
touches on it. There are mulitple ways to check for spelling errors, inconsistencies,
or other problems. There are also several ways to enhance the presentation.

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Spell Check a Presentation

AutoCorrect

Autocorrect corrects many common spelling errors automatically as you type. It is

similar to the version used in Microsoft Word. Autocorrect fixes spelling errors as
well as instances such as double capital letters at the beginning of a word,
capitalizing the days of the week and the first words of a sentence. Common typing
mistakes such as letter transposition are also automatically corrected as you type.

There may be times when you do not want Autocorrect turned on. To access
options for Autocorrect, go under the Tools menu and choose Autocorrect
Options. Each function in AutoCorrect can be selected or deselected by clicking in
the check box associated with each function.

Spellchecking a PowerPoint Presentation

PowerPoint provides you with a powerful spellchecker that works in the same
fashion as the one in Microsoft Word. As with that spellchecker, it's always a good
idea to proofread your presentation yourself; however, the spell checker can
sometimes be a lifesaver.

To check an entire presentation, don't select any text. If you run the spellchecker
with specific text selected, it will only check that text. You don't have to click the
insertion point at the beginning of a presentation to begin spellchecking, as the
spellchecker will wrap around until it has checked the entire presentation.

There are four ways to access the spellchecker:

o In the Tools menu, choose Spelling.

o Click the Spelling button on the Toolbar.

o Press [F7].

o Right-click on a flagged spelling error and choose Spelling.

Once the spellchecker is running, you can use the various options to help you find
and correct spelling errors in your presentation. PowerPoint's spellchecker
compares words with its internal dictionary. If PowerPoint does not recognize a
word, there are several options you can have it perform, as described below:

63
 o If the correction you want is already highlighted in the Suggestions list box,
click Change.

o If the correction you want is in the Suggestions list box but not highlighted,
select that word and click Change.

o If the correction you want is not suggested, you can type the correction in the
top text box and click Change.

o You can click Change All to automatically correct any further occurrences of
the particular spelling error.

o If the spellchecker comes across a word that has been repeated, you can
click Delete to delete on of the instances of a word.

PowerPoint can check your spelling as you type. If it thinks you've misspelled a
word, PowerPoint lets you know by drawing a wavy red line under the word. To
correct one of these erros, right-click on the erroneous word and either choose one
of the suggested changes or open the Spell Check dialog box and make the
change there as described above.

View the Slide Show

While putting together a PowerPoint slide show, it is often useful to actually run the
show to see what it will really look like when it is presented to an audience. This
can provide a "reality check" and give a better idea of how the show is actually
going to look.

Slide Show View

Use the Slide Show view to see the slide show on your computer screen one slide
at a time, using the full screen, as you will when actually presenting the show. You
can move the subsequent slides by either clicking your mouse button, clicking the
[Page Up] and [Page Down] buttons, or by using the left and right arrow keys on
your keyboard.

To view the Slide Show:

1. When you use the Slide Show view button, PowerPoint starts the show at
the currently selected slide. So, go to the first slide in your presentation.
2. Click the Slide Show view button.

64
 3. To move to the next slide, click the mouse button or push the right arrow key.
At the end of the show, PowerPoint will display, "End of slide show, click to
exit".
4. You can exit a slide show at any point by pressing the [Esc] key.
5. When you exit a slide show, PowerPoint returns to Normal view.

Arrange Slides in a Presentation

The ability to reorder slides in a presentation after you've created them enables you
to easily reorder slides after you've created them, as well as giving you the freedom
to organize a new presentation out of an older one. This can be essential in using
the same material for different audiences without having to recreate and entire slide
show presentation. PowerPoint also lets you hide selected slides in a presentation,
in case you want to reuse a slide show for an audience and omit certain parts of
the presentation that don't apply to that particular presentation.

Slide Sorter View

Choose View/Slide Sorter, or click on the Slide Sorter view button. PowerPoint
changes to the Slide Sorter view and opens the slide sorter toolbar.

In Slide Sorter view, you see the thumbnail representations of the slides
comprising your slide show. This is a great way to see the whole presentation at
once, in the order in which they will appear in the slide show. After you are finished
creating and editing your presentation, you can come to Slide Sorter view to
shuffle slides around, and copy, delete, or hide slides, until you've got it right. Slide
Sorter view also allows you to set up special effects to the slides in the
presentation.

As you look through your slides in Slide Sorter view, and find a slide that you need
to further edit, just double-click on that slide and it will be displayed in Normal view.

Rearranging Slides in Slide Sorter View

You can often make a presentation better by playing with the order in which the
slides appear. Sometimes, you may wish to entirely hide a slide that doesn't apply
to your audience. All of this happens in Slide Sorter view. To rearrange slides in
Slide Sorter view:

65
 1. Click on the Slide Sorter view button (or choose View/Slide Sorter).

2. Click on the slide you wish to move, copy, delete, or hide to select it.

3. Now move, copy, delete, or hide the slide:

o To move a slide, press and hold the mouse button, drag the slide to
where you want it to go, and release the mouse button.

o To copy a slide, press and hold the [Ctrl] key and drag the slide to where
you want it to go.

o To delete a slide, press [Delete] or [Backspace].

o To hide a slide, right-click in the slide thumbnail and choose Hide Slide.

Adding Transitions to a Slide Show

One way to add a nice touch of professionalism to a slide show is to add transitions
to the slides. Transitions affect the way one slide goes to the next slide. Transitions
add interest to your slide show, but care should be taken to be sure they do not
become a distraction from the show itself. It is often best to choose one transition
you like and use it for the entire slide show.

Slide Selection in Sorter View

In Slide Sorter view, you can select one slide, two or more slides that are next to
each other, or two or more slides that are not next to each other.

To Select Do This

One single slide Click on the slide.

Two or more Click on the first slide, press and hold [Shift], and
contiguous slides then click on the last slide.

Two or more non- Click on the first slide, press and hold [Ctrl], and
contiguous slides then click on all the other slides.

66
How to Set Transition Effects

For each slide in a presentation, you can set a different transition effect and
determine how fast the transition will happen. To set transition effects:

1. Switch to Slide Sorter view.

2. Select the slides to which you want to assign a transition.

3. Choose Slide Show/Slide Transition or click the Transition button on the

Slide Sorter toolbar to open the Slide Transition task pane.

4. From the Apply to Selected Slides list box, select the transition effect you
want to apply. PowerPoint previews the effect on the selected slides and
displays a Preview Animation button beneath each selected slide.

5. In the Modify Transition section, select a speed (Slow, Medium, or Fast) for
the transition effect. Once again, PowerPoint previews the effect on the
selected slides.

6. To preview the effect again, click the Animation Preview button beneath the
slide on the left side.

7. Close the Slide Transition pane.

Animating Text

Normally, when you have a slide with multiple bullets, PowerPoint will display all the
text bullets at once when you go to that slide during a slide show. One nice effect,
however, is having the different bullets appear as you speak about them, one at a
time. This can be accomplished by using PowerPoint's animate text feature.

Animation of text in PowerPoint refers to the manner in which individual text or

other objects appear as they enter or exit a slide. Normally, all objects on a slide
appear at the same time when you display the slide. However, you can have
different objects appear and exit at different times under your control as the show
proceeds. To add animation to text in a presentation:

1. In Normal view, select a line of bulleted text.

2. Choose Slide Show/Custom Animation to open the Custom Animation task

pane.

67
 3. Click the Add Effect button to display the drop-down list.

4. From the Entrance sub-menu, choose the animation effect of your choice.
You can choose More Effects if the effect you want isn't listed. PowerPoint
displays the animation effect in the list box on the Custom Animation task
pane.

5. In the Modify section, set the direction and speed.

6. Close the Custom Animation task pane.

Printing Slides, Speaker Notes, and Handouts

PowerPoint enables you to easily print handouts, slides, and your own speaker
notes that you can reference while giving a presentation.

Handouts

You can use PowerPoint to create handouts of the slides in your presentation. You
can decide how many slides you wish to appear on a page. Usually, it is best to
have no more than 4 in order that they remain readable. You can choose layouts
from the Print dialog box right before you print. PowerPoint automatically formats
everything for you.

Print Options

There are many options for printing your presentation. You can print slides, notes
pages, handout pages, or outlines. You can print the current slide, or select a range
of slides to print. You can also select other print options. To print various things
from PowerPoint:

1. Choose File > Print to display the Print dialog box.

2. Under the Print What heading, select the type of printout.

3. Select any other options you want.

4. Click OK.

68
Creating a Custom Design Template

While PowerPoint offers a nice variety of design templates, it is also useful at times
to create your own. A design template, once created, can be used over and over
again. For instance, if your department wanted all presentations to include your
company's logo in one corner, with its colors as the background, you could create a
design template with these features and reuse it again and again.

Master Slides

A master slide is one that is a part of every presentation that controls certain text
characteristics such as font type, size, and color, as well as background color and
style. Masters can affect all the slides in a presentation. There are masters that
control the title slide, notes pages, and handout pages. When you apply a template
to a presentation, you apply a new set of masters that control the presentation's
look and format. There are four types of masters used in PowerPoint, as described
below.

Type of
Description
Master

The Slide Master is an element of the design template that

stores information about the template, such as font styles,
Slide Master
placeholder sizes and locations, background design, and
color schemes.

The Title Master is used to make changes to slides in your

presentation that use a Title Slide layout. This enables you
Title Master
to give a title slide a different look from the rest of your
presentation.

The Notes Master is used to set the formatting for your notes
Notes Master pages. You can set headers, footers, and the Notes Body
area.

The Handout Master is used to set the formatting of your

Handout
handouts pages. You can set headers, footers, and the size
Master
and positioning of the number of handouts per page.

69
Slide Background

A slide background is a design element that appears behind the contents of the
slide. The slide background is made up gradient, texture, patterns, or a picture.
To change the slide background:

1. Select the slide you want to change:

o Select a slide in Normal view.

o Select the Slide Master.

2. Choose Format/Background.

3. In the Background Fill section, click on the drop-down arrow and choose Fill
Effects.

4. On the Fill Effects dialog box, select the tab that contains all the options you
want to set and click OK.

5. Click Apply to All.

The following table describes the options you can set in the Fill Effects dialog box.

Tab Description

Gradient Enables you to set the color, transparency, shading style,

and variants.

Texture Enables you to select a texture for the background.

Pattern Enables you to set a pattern, as well as the foreground

and background color for the pattern.

Picture Enables you to select a picture as a fill for the background.

70
Inserting Graphics

One element you can add to every slide is a graphic of some sort. To add a graphic to
one or all slides:

1. Display an individual slide or the Slide Master for all slides.

2. Choose Insert > Picture > From File.

3. Navigate to the folder that contains the picture that you wish to insert.

4. Select the picture file.

5. Click Insert.

PowerPoint alllows you to insert most popular graphic formats into your presentation.

Adding Footers

Footers serve many uses in PowerPoint presentations. You can use them to
provide information like slide numbers, footer text, and date. All of the information
goes at the bottom of each slide in your design template.

Components of a Footer

A footer in PowerPoint is text that you create once, but it appears on the bottom of
each slide. It can consist of text, slide numbers, and a date. To add a footer:

1. Display the Slide Master.

2. Choose View > Header and Footer.

3. In the Date and Time section, select the options that you want.

4. Check the Slide Number box to add a number to each slide.

5. Under the checked Footer check box, click in the text box and enter the
footer text.

6. Click Apply To All.

71
Formatting a Footer
You can change the way a footer looks at any time. On the Slide Master, select the
placeholder that contains the information you want to change and format the text as
you would any normal text. You can also drag the placeholder around if you wish to
change its location.
Modify the Slide Master Font
PowerPoint allows you to change the way that the text in each individual part of
your presentation looks. If you have a very long presentation, for example, but
decide that you no longer like the font for each title, PowerPoint makes it easy to
change the font for each title at once. To change the appearance of the Slide
Master text:
1. View the Slide Master.
2. Select the text you want to change.
3. Change the font to a different font.
4. Change the font size.
5. Apply a text effect, such as bold.
6. Return to Normal view.
Some Tips for Effective Slide Shows
Here are a few tips that will help your PowerPoint slide shows look professional
and promote effective visual clues to help you get your points across:
1. Limit animation.
2. Stay with one slide transition.
3. Use sans-serif fonts.
4. No tiny font sizes; remember the folks in the back row.
5. Keep your slides simple and uncluttered.
6. If you are presenting in a light room, use a light slide background.
7. If you are presenting in a dark room, use a dark slide background.
8. Make sure to use high-contrast text and slide backgrounds.

72
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