2-Unidad 2

Office
2 software
1. Organisation, design and production 4. Presentations

of digital information What a presentation should look like
The Impress window
2. Presenting your work: The PowerPoint window
practical tips
5. Spreadsheets
3. Word processors What a spreadsheet looks like
The Writer working environment Operators, formulas and functions
The Word working environment Charts
Indents
Columns 6. Database managers
Page set-up Database elements
42 Information and Communication Technologies - 4º ESO - Editorial Donostiarra

Office software
2
Learn
1. Organisation, design and production of digital information

In the hyperconnected society in which we live, it is easy to create documents on our mobile phones or tablets, insert photos
and share them instantly with whomever we want.
New applications are appearing all the time to help us to create better documents faster.
In this topic, we are going to learn about the basic office suites of the Microsoft and LibreOffice families. The topic is split
into four parts: word processors, presentations, spreadsheets and databases. We spend the last page of each section
talking about Google Docs, which lets us use the programs that we have seen online so that we can work with several users
at the same time.
Once you have a basic understanding of these tools, you can use other ones that you may come across, since they are all very
similar.
2. Presenting your work: practical tips

One of the basic aims of this unit is to turn you into an advanced word processor user so that you can produce a variety of
professional-looking assignments. Here are a number of tips to help you:
1. The cover page is essential

The recipient of the document bases their first impressions on this. A good cover page is like a
cover letter for a job well done.
•• You need to move on from those simplistic cover pages you have been doing since you
were little.
•• Use original sources in keeping with the topic you are presenting. Choose a colour and use
it in all your images, typography and details.
•• Superimpose images or play around with image effects to create something that stands
out.
•• Try to use quality (not pixelated) images that look as good as possible and are related to
the contents of your work.
•• If at first you are not sure how to do this, study cover pages that catch your eye. Little by
little, you will start to develop your own style.
2. Do not forget the table of contents and bibliography/webography

•• Make sure that the design of the table of contents is consistent with the rest of the unit.
•• If your work is going to be marked, the first thing that the recipient will look at is the table
of contents (to see what your work contains) and the bibliography and/or webography (to
assess the quality of your information searches) so make sure you spend enough time on
both.
•• The table of contents and the bibliography/webography must be very easy to find (we
expect them to be on the second and last pages, respectively).
3. Design and make an effort with the contents

•• If you have selected a colour, you can use it in the titles and subtitles, tables, etc.
•• Always insert a header with your name and the title of your work, using a smaller font size
than the one you use in the main body. Do not forget to number the pages.
•• To arrange the text and images and make sure that everything stays in the correct place,
you can insert tables and then hide the borders.
Information and Communication Technologies - 4º ESO - Editorial Donostiarra 43

Office software
2
Learn
3. Word processors
A word processor is an application for creating and processing documents. Modern word pro-
cessors can also import and edit images, spreadsheets, databases, etc.
The most popular ones are Word (Microsoft), Writer (there are two versions: LibreOffice and
OpenOffice, both free), WordPerfect (Corel), NotePad, WordPad and PDF Writer (Adobe).
In this topic, we are going to work mainly with Microsoft Word and LibreOffice Writer.
Word processors are all generally very similar. The main difference lies in the toolbars, key com-
binations and where we find the menu options. You can use either Word or Writer to do the
exercises in this unit.
The
Writer working environment
LibreOffice was created in 2010 as a branch of OpenOffice, when the latter software became
subject to copyright under the Apache brand.
In practice, there is virtually no difference between working in Word and working in LibreOffice
or OpenOffice Writer. You can see in the image below that the main windows are very similar:
You can download LibreOffice from this website: es.libreoffice.org.
title bar
Standard Formatting status bar
toolbar toolbar
opens the establece el

Navigator idioma
File formats used to view
sets the pre-set page style more than one
.docx Extension used by Mi-
(background, header and page at the same used to zoom
crosoft Word from version footer, columns, etc.) how text is changes and time or to display in or out and
2007 (earlier versions used selected quick save the document to change the
the .doc extension). indicator like a book layout view
.odt Extension used by Li-
breOffice and OpenOffice The
Word working environment
word documents.
.rtf Universal text format that We will use the 2010 version of Office here but you can do the exercises with Office 2007, 2013
allows the document to be or 2016 because all these versions are very similar.
opened in any word proces-
sor.
The Word window has a ribbon with customisable tabs; this means that we can create our own
ribbon with the buttons that we use most often in each tab. The different options in each tab are
organised into related groups.
tabs
(the tabs contain all the
usual options of Word)
quick access
toolbar
ribbon (frequently
used buttons) dialog box
groups of status bar view buttons (ways
ruler options launcher
page of working with scroll
words or displaying a buttons
language document)
zoom

Office software
2
Learn
Indents

Indents (sangrías) determine the width of paragraphs. We can think of them as temporary mar-
gins. They are used to highlight paragraphs and make them easier to read; we also find them in
numbered and bulleted lists.
There are four types of indents: First line indent
• Primera línea: the first line of the paragraph begins at a point that is further from the left
margin than the rest of the lines.
• Izquierda: all the lines of the paragraph begin at a certain distance from the left margin.
• Derecha: all the lines of the paragraph end at a certain distance from the right margin.
• Sangría francesa (Hanging indent): the first line of the paragraph begins at a point near- Left indent
er the left margin than the rest of the lines.
There are two ways to indent text: using the ruler or using the Inicio tab.
The word processor also has two buttons for automatically increasing or decreasing the indent
to the next or previous tab marker:
Hanging indent
Columns

Newspapers and magazines often lay out their text in columns. In Word, we can use the Print
Layout view (vista de impresión) to work with them more easily. We can choose the number of
columns we require and the gap to leave between them; we can also insert a dividing line to
separate them.
To enable columns, select the Columnas option in the Diseño de página tab and choose the
number of columns. In Writer, go to Formato / Columnas.
We can write and select the text and create the columns afterwards, or we can create the col-
umns first and then insert the text. It is preferable to use the second option because this way we
can avoid unintentionally changing the rest of the text.
Using the Más columnas option, we can apply columns to an entire document, selected sec-
tions, or the text after the cursor (De aquí en adelante).
Page
set-up
The most common options used to set up a page (in Word, you’ll find them under the Diseño de
página tab; in Writer, go to Formato / Página) are:
• Márgenes: shows the default margins (top: 2.5 cm; bottom: 2.5 cm; right: 3 cm; left: 3 cm)
and the orientation of the page.
• Orientación: vertical or horizontal orientation.
• Tamaño: shows the format of the paper (A4, A3, etc.) and the print options (draft, dou-
ble-sided, etc.).
• Columnas.
• Saltos: lets us create and customise page and section breaks.
We can use the Márgenes reflejados (Mirrored margins) option to leave a space for binding
books or magazines. It is used for documents with writing on both sides of the page and with
different headers and footers for odd and even pages.
The Insertar tab contains the options to create a header or footer and number the pages.

Office software
2 Step-by-step practical
Practical 1. Making text more readable (formatting)

Open Word by going to Inicio / Todos los programas / Microsoft Office
/ Word. (You can also do these practicals with LibreOffice Writer. The steps
Fig. 1 will be very similar.)

Exercise 1. Opening documents
Fig. 2
1. To open a document in Word, click directly on the icon shown in Fig-
ure 1 or go the Archivo menu and choose Abrir.
2. Open file P1_Carproject.doc in Unit 2 of the virtual CD.
Fig. 3

Exercise 2. Selecting text
1. Double-click on a word to select it. Go to the word “Design” in the
Text font
first paragraph and select it by double-clicking on it. Another way is
Size
to click at the beginning of the word and drag the cursor to the right.
2. To select a line of text (Figure 2), move the cursor to the left margin
of the line and click when the cursor changes to an arrow: .
3. There are two ways to select a paragraph (Figure 3). One way is to
triple-click on any word in the paragraph. The other way is to move
Bold Italics Underline
the cursor to the left margin and double-click when it changes to
Fig. 4 an arrow.

Exercise 3. Changing font, size and colour
Fig. 5 To apply these formats, we select the part of the text that we want to
change and then click on the relevant formatting icon (Figure 4).
Centre Justify 1. Select the title “TECHNICAL PROJECT: THE SMART CAR”, change it to
the font type Lucida Sans, size 18, and put it in bold and italics. Un-
derline it and change the colour of the text to orange (Figure 5).
2. Use the Centrar button to centre the text on the page.
Align to the
Align to the
left right Font colour 3. Now let’s format the subtitles in the document. Select the title “GOALS”,
change it to font type Arial, size 14 and put it in bold, underline it,
and change the colour to green. It should look as shown in Figure 6.
4. Apply this format to all the other subtitles in the report: “DESCRIPTION
Fig. 6
OF THE PROBLEM”, “POSSIBLE SOLUTIONS” and “PROPOSED SOLU-
TION”.
5. To format the body of the text (the paragraphs between the subti-
tles), you need to select each group of paragraphs. To select a group
of consecutive paragraphs, either click at the beginning of the first
word and drag the cursor to the end of the group of paragraphs, or
click at the beginning of the first word, press the Shift key on your
keyboard and click at the end of the last word.
6. Select each group of paragraphs and apply the Comic Sans font to
them and then change the font size to 10, as shown in Figure 7.
7. Save the file with another name. To do this, go to the Archivo menu,
choose Guardar como and call it P1_namesurname.
8. Open the PDF document called P1_Carproject_solution.pdf to see
Fig. 7 what the final document should look like.

Office software
Step-by-step practical
2
Practical 2. Creating neater paragraphs

Exercise 1. Numbering and bullets
1. Open file P2_Carproject.doc in Unit 2 of the virtual CD.
2. In the “PLANNING” section, go to “List of materials” and click on the Numbering and bullets
Numeración button. You will see that it now has a number 1 in front
of it.
3. Repeat this step with the other two sub-sections, “List of tools” and
“Step-by-step construction”. Your document should look as shown in
Figure 8.
4. A bullet is an icon used in lists. Go to “1 plywood sheet” and click on
the drop-down arrow of the Viñetas icon. In the box that appears,
choose a bullet like the one in Figure 9 or a similar one.
5. If you select elements in a list and then apply bullets, the same bullet Fig. 8
is applied to all the selected elements. Apply the same bullet as be-
fore to all the elements (sections 1, 2 and 3) in the list (you can also
click on the Viñetas button to do this). It should look as shown in Fig-
ure 9.
Fig. 9

Exercise 2. Aligning paragraphs, spacing and line spacing
1. Go the “Final tests and conclusions” section on the second page of the
document you used in Exercise 1.
2. Select the entire section, from “Put the car” to “initial direction”. Right-
click on the text that you have selected and choose Párrafo. We are
going to apply the settings in Figure 10.
3. In Alineación, choose Justificada.
4. In Sangría izquierda, choose 0,5 cm. In Especial, choose Primera
línea and 0,7 cm. (The sangría, or indent, is the space we see be-
tween the start of a line and the margin.)
5. In Espaciado posterior, select 6 pto and, in Interlineado, leave the
Sencillo option. (The espaciado, or spacing, is the gap between two
paragraphs.) Figure 11 shows how your text should look.
6. Save the file with another name. To do this, go to the Archivo menu,
choose Guardar como and call it P2_namesurname.
7. Open the PDF document P2_Carproject_solution.pdf to see what Fig. 10
the final document should look like.
Fig. 11

Office software
Practical 3. Creating tables and inserting images

Exercise
1. Creating tables
In this exercise, we are going to create a table with the list of materials that
we have used and their cost.
1. Create a new document in Word, type the title “COST” and give it the
same format as the other subtitles: Arial font, size 14, bold, under-
lined, and the colour green.
2. To insert a table, go to Insertar / Tabla. Create a table with two rows
Fig. 12 and two columns.
3. Now, for this practical we actually need four rows (not two) in our ta-
ble. To add the missing rows, select the last row, right-click and, in the
pop-up context menu, choose Insertar / Insertar filas debajo and
then repeat this step one more time. You can always add new rows
(above or below the cell where the cursor is positioned) and columns
(to the left or the right).
4. In the first cell, write “MATERIAL” and, in the second, write “COST”. Be-
low each of these cells, write the materials and prices shown in Fig-
ure 13, and adjust the columns to look like the ones in this figure. To
Fig. 13
do this, position the cursor on the border of the column you want to
modify and hover it there until it looks like this: . Now you can drag
the border in the direction you want.
5. To modify the border, position the cursor in the table, right-click and
choose Bordes y sombreado. In the pop-up window, choose the
characteristics of the border (Figure 14).
6. To change the colour of the cells, go back to Bordes y sombreado.
You can choose the background colours in the Sombreado tab (Fig-
ure 15).
Fig. 14
7. Save the file with the name P3_namesurname.
Exercise
2. Inserting images
1. Below the table, type the title “ANNEX I: PLANS” and give it the same
format.
Fig. 15
2. Select Insertar / Imagen and insert the image P3_Sketch.png from
Unit 2 of the virtual CD.
3. Click on the Centrar button. Then right-click on the image and select
Insertar título. In Rótulo, select Ilustración. The number of the illus-
tration will appear below the image (in this case, “1”).
4. To change the size of the image, click on it to select it, point the cursor
to one of the corners (until the cursor changes to this: ) and drag
Fig. 16 the image. It should look as shown in Figure 16.
5. Insert the rest of the images (P3_Electrical and P3_Final). Change
their borders and add a bevelled frame (bisel) and an effect such as
Reflexión to them so that they look like the ones in Figure 17. You can
change the properties of the images by right-clicking on them.
Fig. 17

Office software
2
Practical 4. Cover page, numbering, headers and footers

Exercise
1. Creating a cover page
1. Create a new blank document by going to Archivo / Nuevo / Docu-
mento en blanco.
2. Go to Insertar / WordArt. Select a WordArt style.
3. In the pop-up window, choose the font type Arial Black, size 36, and
write the text “PROJECT REPORT”.
4. Now insert the image P4_Car.jpg from Unit 2 of the virtual CD.
5. Use WordArt to insert the title “THE SMART CAR”.
6. Write your name in the bottom right-hand corner.
Fig. 18
Exercise
2. Copying and pasting: joining up the sections of the project
We are now going to take all the parts of the project that we have created
in these practicals and put them into one file.
1. Open the files you saved as P1_namesurname, P2_namesurname,
P3_namesurname and P4_namesurname. We are going to take
the document P4_namesurname and add all the other documents
in our project to this one.
2. Select all the text in the document P1_namesurname and copy it
(to copy, either use the key combination Ctrl + C or go to Edición /
Copiar).
3. Go to the document P4_namesurname and paste the text on the
page after the cover page (to paste, either use the key combination
Fig. 19
Ctrl + V or go to Edición / Pegar).
4. Copy and paste the text in the files P2_namesurname and P3_
namesurname too. Now make all the necessary changes to make
your document look like the one in Figure 19.
5. Save the document with the name P4_E2_namesurname.
Exercise
3. Page headers and footers. Page numbering Fig. 20
1. To add a header and footer to your document, go to Insertar / Enca-

bezado and choose one of those shown (Figure 20). Fig. 21
2. A box will appear in your document; this is the header. Write the name
of your school in it. Select Primera página diferente in the top part
of the menu (Figure 21). Fig. 22
3. In the box at the bottom of the page (the footer), write your name and
surnames and align them to the left. Click on Cerrar.
4. Go to the second page. You can insert page numbers from the same
window or you can go to Insertar / Número de página and select
Final de la página. Choose one of those shown (Figure 22).
5. The header and footer should appear on every page except for the
cover page. Figure 23 shows how they should look.
6. Save the file with the name P4_E3_namesurname.
Fig. 23

Office software
Practical 5. Making text more readable in Writer (v. 6.2.1)

Exercise
1. Making text more readable
Fig. 24 In this exercise, we will make a document more readable using Libre-
Office Writer.
1. Open the P5_Mechanisms.odt file and select the main title. In the
top left, choose Titular from the Estilo predeterminado drop-down
Fig. 25
menu and change the font to Arial Black size 18 and change the col-
our to blue (Figures 24 and 25). Click on the Actualizar estilo button
(Figure 26) to save the new style for the next time you select Titular.
2. Select the subtitle “Friction wheels”. In the drop-down styles menu,
Fig. 26 Fig. 27
choose Título 1 and change the colour to green (Figure 27). Click on
the Actualizar estilo icon.
3. Select each of the other subtitles in turn (“Belt and pulley system”,
“Gear”, “Chain and sprocket system”, “Worm gear”) and change the
style to Título 1 so that they all look the same.
4. Choose Cuerpo de texto from the drop-down styles menu. Select
Fig. 28 the paragraphs of text and change the font to Segoe UI size 12. Click
on the Actualizar estilo icon.
Exercise
2. Creating a table of contents or summary
To create a table of contents, we first need to format each item that we
Fig. 29 want to appear in it: Titular, Título 1, Título 2, etc. (as we did in the pre-
vious section).
1. Go to the start of the document and then select Insertar / Sumario
e índice / Sumario, índice o bibliografía. A new window will ap-
pear. In the Tipo tab, Título box, type the word “Contents”. Check the
Estilos adicionales box, click on Asignar estilos and select one of the
buttons for Titular and Título 1 (Figure 28). Click on OK to create a
table of contents like the one in Figure 29.
2. If you try to type in the table of contents, you will find that it is pro-
tected. Right-click and choose Editar índice o sumario. In the last
tab, Fondo, select one of the yellow shades.
Exercise
3. Inserting formulas
1. Position the cursor in the “Friction wheels” section, below the last
Fig. 30 paragraph. Go to Insertar / Objeto / Fórmula.
2. The window that appears is divided into three areas: the formula
area, on the left (you can select the various formulas and functions
from the drop-down menu above); the editing window, below,
where we type the data; and the main window, which shows the final
appearance (Figure 30).
Fig. 31 Fig. 32
3. Type “i =“ (without quotation marks) in the editing window. Select
the division operator in the formula area (Figure 31). To insert the ω
symbol, click on the Ω icon at the top and then, in the new window,
Fig. 33
in the Conj. símbolos drop-down menu, choose Griego (Greek) and
click on the ω symbol (Figure 32). Add a 1 so that it reads “ω1”. Repeat
these steps for ω2. The text should look as shown in Figure 33.
Fig. 34
4. Complete the formula as shown in Figure 34 to obtain the gear ratio
indicated in Figure 35. Click on the main window to exit (final appear-
ance).
5. Insert the formula shown in Figure 36 in the “Gear” section.
Fig. 35 Fig. 36 6. Save the document with the name P5_namesurname.odt.
Office software
2
Practical 6. Inserting images

Exercise
1. Inserting images
1. Open the file that you saved in the previous practical.
2. Position your cursor at the end of the second paragraph of the “Fric-
tion wheels” section, go to Insertar / Imagen and select the file
P5_001_Frictionwheels.jpg in Unit 2 of the virtual CD.
3. Click on the image and drag it to centre it below the text. When you wheel 1
wheel 2
select it, points will appear at the corners; drag one of the corners to driver
driven
make the image smaller. Fig. 37

4. As you can see, the image is upside down. Right-click on it and choose
Girar 90°. Repeat this until the image is the right way round (Fig-
ure 37).
5. Double-click on the image to edit its properties (or right-click on it
and choose Propiedades). Go to the Bordes tab and select a style,
width and border colour (green, for example). Below, on the left, in
Estilo de sombra, choose the second shade of the colour you chose
and one other (Figure 38). Click on Aceptar. If the border does not
appear, try clicking on the edges of the square that appears. Fig. 38
6. In each section, insert the relevant image from the virtual CD:
P5_002_Pulley.jpg, P5_003_Gear.jpg, P5_004_Chainsprocket.
jpg and P5_005_Wormgear.jpg.
7. Add a border and shading to each image, as shown in Figure 39.
Fig. 39
Exercise
2. Giving documents a professional look
1. Go to Insertar / Forma / Básicas / Rectángulo. Draw a rectangle.
2. Select the shape and then, in the image menu, select the Mapa de
bits option from Estilo de área/relleno. Choose one of the blue
backgrounds and click on Aceptar.
3. Drag the box to the top of the document. To move the image, select
it so that 8 green points are shown (see Figure 40). Drag it to the top
corner of the page. Fig.40 Fig. 41
4. Sometimes, to move it more freely, you may need to click on the an-
chor in the toolbar and select A la página (Figure 41).
5. To resize the image, click on the lower right-hand corner, press the
Shift key and drag it to fill the entire left margin (Figure 42). In some
versions, you cannot scale freely until you press Shift.
6. Repeat these steps, this time adding a green background to the bot-
tom of the page. Your document should look like the one in Figure 42.
7. Select an image to edit it; this brings up the Imagen toolbar (if it
does not appear, go to Ver / Barras de herramientas / Imagen).
Now select the green bar at the bottom of the page and change the
value in the Transparencia box to 30%. The corner of the image
should now be transparent. Check that your document looks like the
document P6_solution.pdf.
8. Save the file with the name P6_namesurname.odt. Fig. 42

Office software
Practical 7. Spellchecker, columns

1. Open the file P7_Sports.odt. You will notice that it contains lots of
spelling mistakes. To correct the ones detected by the program, go
to Herramientas / Ortografía y gramática and run the spellchecker
(Figure 43).
2. We are going to organise the water sports described in the document
into three columns. To do this, make a selection from the second par-
agraph (“Water polo...”) to the end of the document. Go to Formato /
Fig. 43
Columnas and choose 3 columns. Choose Selección in the Aplicar a
cell; uncheck the Anchura automática option and increase the spac-
ing between columns to 0,05 for both; lastly, add a red separation
line (Figure 44). Click on Aceptar.
3. Adjust the text (press Intro as many times as you need to) so that
each column begins with a sport. Click on Texto justificado for
all the paragraphs.
4. To increase the space between the columns, we are going to use the
Fig. 44 indentation symbols (the little triangles on the ruler at the top). Go to
a column and move the symbols slightly until the text looks how you
want it to. Now do this with the other columns until it looks more or
less like the document in Figure 45.
5. Save the document with the name P7_namesurname.odt.
Fig. 45
Practical 8. Creating tables

We are going to create a lessons timetable in a table.
1. Open a new document. The first thing to do is to change the layout
to horizontal. To do this, go to Formato / Página. In the pop-up win-
dow, go to the Página tab and select Horizontal layout.
Fig. 46 2. In the Márgenes tab, adjust the left and right margins to 3 cm and
keep the top and bottom ones at 2 cm (Figure 46).
3. Go to Tabla / Insertar tabla and create a table with 8 rows and 6 col-
umns. Type the text exactly as shown in Figure 47. To create the large
break cell, select the last five cells in this row, right-click and choose
Combinar.
Fig. 47 4. Go to Tabla / Estilos de formato automático and choose one, such
as Amarillo.
5. Complete the lesson blocks as shown in Figure 48.
6. Select the column on the left (the times), right-click and choose In-
sertar columnas a la izquierda. Select all the cells in the column
that you are going to add and merge them as we have seen.
Fig. 48 7. Type “WEEKLY TIMETABLE” in this column. Right-click and choose
Propiedades de tabla; in the Flujo del texto tab, select Vertical as
the text orientation (Figure 49).
8. Complete the table with the names of all your subjects and save the
document with the name P8_namesurname.odt.
Fig. 49

Office software
2
Practical 9. Creating and sharing documents with Google Drive

You must have permission from your parents or legal guardians to do this
practical. Remember also to read all the terms of the service carefully.
We can use online word processors to create documents without installing
programs on our computer; what’s more, we can access these documents
from any device connected to the Internet and share them so that other
people can view them or several users can work on them at the same time.
1. In your Gmail account, click on Google apps (in the top right menu)
and select Drive from the drop-down menu (Figure 50).
2. Drop down the New menu and select the Google Docs option (Fig-
ure 51). Fig. 50 Fig. 51
3. Go to File / Open / Upload and select the file P9_Sports.odt in

Unit 2 of the virtual CD. At the top, in the Title box, type P9_name-
surname.
4. You will notice that the document you have opened contains lots of Fig. 52
spelling mistakes. Go to Tools / Spelling and correct the spelling er-
rors it highlights for you (Figure 52).
5. Change the title font to Impact size 18 and change the colour of the
text to blue. Now add the titles “Water Polo”, “Synchronised Swim-
ming” and “Diving” to each subsection and change the font to Verda-
na size 12 and the colour to orange (Figure 53). Fig. 53
6. To insert the images, go to Insert / Image and drag the files P9_Wa-
terpolo.jpg, P9_Diving.jpg and P9_Swimming.jpg from the virtu-
al CD to the box (Figure 54).
7. Now position the images to make the document look like the one in
Figure 56. To do this, click on each image and drag one of the corners
to make it smaller. Select Wrap text at the bottom (Figure 55).
8. When you have finished, make sure that the title P9_namesurname Fig. 54
is shown. Close the document. It will be saved automatically.
9. You will find the Share button at the top of the screen. Click on it and Fig. 55
share your file with three classmates by typing in their e-mail address-
es. Share the document with your teacher too if you are asked to.
10. Now go to your Gmail account and open a document that somebody
has shared with you. Check that you can type in it.
11. Lastly, try to upload one of the files you did in this unit (a text docu-
ment) with the option File / Open and then Upload.
Fig. 55
Fig. 56

Office software
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Learn
4. Presentations
A presentation is a sequence of slides with a specific duration, created to express and commu-
PowerPoint nicate a theme, project or idea using a structured and schematic approach. Slides are pages that
use text, images, animations, videos, sounds or graphics to present content in an attractive,
visual way.
Presentations are widely used today in very diverse fields, including business, education, leisure,
etc. They are mainly used as an aid to presentations on a variety of topics by projecting a series
of slides on a computer or projector.
Impress
Nowadays, we can use software to create slides online and store and circulate them on the In-
ternet. The new formats generally allow more visual effects and videos to be added, making the
presentation even more impressive.
We can use several programs to make a presentation. The most common ones are:
•• Microsoft PowerPoint. A presentation program developed for Microsoft Windows and
Keynote Mac OS operating systems.
•• Impress. A similar program to PowerPoint that is part of the LibreOffice suite.
•• Keynote. A software application for presentations developed as part of the Apple Inc
iWork productivity set.
•• Prezi. Lets users create online presentations in a similar way to PowerPoint and Impress
Prezi and to make them public (up to 4 GB for students and teachers).
What
a presentation should look like
Presenting something is a complex task; it is not enough to have a decent knowledge of a pro-
gram. We have to set an ambience to win over our audience with our topic and get them excit-
ed about it. The following tips are taken from an article written by César Rojas Iribarren called
“Cómo hacer una buena presentación de PowerPoint”:
•• The presentation should be simple, i.e. there should be no superfluous information.
This means that we should first determine the purpose of the presentation and the in-
formation or oral presentation that it accompanies. Do not use logos, tables and draw-
ings that do not help make the concepts easier to understand.
•• Where possible, do not to use the templates and clips included in the program. Some-
body from the audience will probably have seen them before in another presentation
(they may even have used them themselves). People also expect presentations to be as
unique as possible or sufficiently customised.
•• The presentation should be very visual, i.e. it should have a lot of images. We can em-
phasise points with images and stir moods and feelings in the audience. All the images
you use should be high quality and, of course, they should be related to the presenta-
tion.
•• Be moderate and judicious in your use of transitions and animations. If they add noth-
ing to the presentation, do not use them.
•• Try to limit each idea to one slide, but do not add too much information. If this is not
possible, you can spread it over more slides

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The Impress window
Impress is a very similar program to PowerPoint. Virtually all the concepts and tools of Power-
Point are the same for Impress.
title bar
drawing
outline toolbar
Standard zoom
toolbar
slide
number
The Standard toolbar gives quick access to the most common controls and actions, such as File formats
inserting tables, images, audio, video, text, etc. .pptx Extension used by
Microsoft PowerPoint from
The drawing toolbar allows us to draw shapes or outlines, fill, draw arrows and symbols, etc. version 2007 (earlier versions
Note: you can open PowerPoint files in Impress but you cannot open Impress files in used the .ppt extension).
PowerPoint. .odp Extension of LibreOffice
and OpenOffice presenta-
tions.

The PowerPoint window
tabs
quick access (the tabs contain all the usual
toolbar PowerPoint options)
ribbon
(frequently used
buttons)
groups of dialog box
options launcher
outline
zoom
view buttons
status bar (ways of working with or displaying a document)
PowerPoint has a ribbon at the top with customisable tabs. Inside each tab, the options are or-
ganised into related groups, much like Word, with the most common actions that can be carried
out with the program. At the bottom of the window is an area for adding notes or comments to
the current slide and an information area or status bar that indicates the slide we are on, among
other things.
On the left, we can see the Diapositivas tab (this lets us manage the slides, which are displayed
as thumbnails) and the Esquema tab (which only displays the text on the slides).
Office software
Practical 1. Creating presentations in PowerPoint

Exercise
1. Creating the title slide
1. Open PowerPoint by going to Inicio / Todos los programas / Micro-
soft Office / PowerPoint. In Archivo / Nuevo, choose Presentación
en blanco and click on Crear. In Inicio / Diseño, choose the Diapo-
sitiva de título design.
2. Click on the first text box and add the title: “NETWORK OF NATIONAL
PARKS”. Select the contents of this box with your mouse and then go
to the formatting bar and choose the font type Britannic Bold and
size 72. Write the subtitle “Protected areas of national interest”, and
underneath, add your name and course. Change them to Calibri size
36 and 28, respectively.
3. Select Insertar / Imagen and insert the image P1_E1_Cover.jpg
from Unit 2 of the virtual CD. Then resize the image to fill almost the
entire slide.
4. The last object that we insert in the slide is shown in the foreground,
but we want it to be shown as a background image so right-click on
the image and choose the option Enviar al fondo / Enviar al fondo
(Figure 1).
5. Change the colour of the text to white. Now we can read the title
Fig. 1 without a problem, but not the rest. We will fix this later.
6. Slides often include images (Insertar / Imagen option) and text (In-
sertar / Cuadro de texto option). However, we can add other ele-
ments too, like shapes (lines, circles, rectangles, etc.).
7. Let’s create a black rectangle to highlight the subtitle. Go to Insertar
/ Formas, choose Rectángulo (Figure 2) and create a rectangle at the
Fig. 2 Fig. 3 bottom that begins at one end and ends at the other. Right-click and
choose Formato de forma. Choose Relleno sólido, colour black and
transparency 35% (Figure 3). You can remove the outline from the
rectangle by going to Color de línea / Sin línea. As before, send it to
the back so that it is behind the text (Figure 4).
Exercise
2. Designing slides
1. Click on the Nueva diapositiva icon. Insert the image P1_E2_Gara-
jonay.jpg. Select it, go to Formato / Recortar and drag the edges to
crop it to half of the image. Position it on the right-hand side of the
Fig. 4 slide (Figure 5).
2. To change the background colour of the slide, right-click on the back-
ground and choose the Formato del fondo option. Leave Relleno
sólido checked and choose blue as shown in Figure 5. Click on Apli-
car a todo and then Cerrar.
3. Insert a text box with the title “FEATURES” in Britannic Bold font size
40. Insert a Line shape below.
4. To make the numbered circles for the contents, go to Inicio / Dibu-
jo, choose the basic Elipse shape and create a small circle with the
mouse. When you release the mouse button, type the number 1 in
Arial Black font size 20. You can copy and paste it instead of repeat-
ing the steps for the other circles.
5. Type the texts shown in the figure next to the numbered circles, try-
ing to keep the distance between them equal.
Fig. 5 6. Save the presentation with the name P1_namesurname.
Office software
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Practical 2. Including statistics charts

1. In the presentation of the previous practical, insert a new blank slide
and change the background to blue. Write the title “TOTAL AREA (HA)”
and copy the blue line that you drew in the previous slide.
2. Click on the Gráfico button in the Insertar menu of the ribbon. The
program will open the chart templates dialog box. Select the Gráfico
circular 3D model and click on Aceptar (Figure 6).
3. A spreadsheet will open with a sample statistical model. Delete this
information and type in the data shown in Figure 7. When you have Fig. 6
finished, close the window. PowerPoint will now draw the chart for
the data you entered. If you make a mistake with some of the infor-
mation or you want to return to this step of drawing the chart, use
the Editar datos button in the Diseño tab of the Herramientas de
gráficos section of the ribbon (after you have selected the chart).
4. When the chart is selected, the Herramientas de gráficos section
allows us to change the format of the chart and the data we have
entered.
5. You have to change some of the formats to make this chart look like
the one in Figure 8. For example, to display the labels, select the en-
tire chart and click on the Etiqueta de datos button of the Presen-
tación menu on the ribbon. Choose the Más opciones de la eti-
queta de datos option and, in the dialog box that appears, in the
Opciones de etiqueta tab, check the Nombre de categoría and
Fig. 7
Mostrar líneas guía checkboxes and uncheck the Valor option. In
the Presentación / Leyenda menu, select Ninguno.
6. Now insert a new slide, add the title “Land and sea area” and copy the
blue line that you drew in the other slides.
7. Click on the Gráfico button in the Insertar menu of the ribbon. Select
the Cilindro apilado model. Copy the data in Figure 9 and create a
chart like the one in Figure 10. Edit the data labels and legends.
8. Save the presentation with the name P2_namesurname.
Fig. 8
Fig. 10
Fig. 9

Office software
Practical 3. Including the other slides

Exercise
1. Including SmartArt objects
SmartArt is a PowerPoint tool for adding predefined graphics to a pre-
sentation to help with the visual explanation of an idea or theme. These
objects can be process diagrams, flowcharts, etc.
1. Insert a text box in a new slide and type the title “ENVIRONMENTAL
VALUES” following the model used in the previous exercises.
2. Click on the SmartArt button in the Insertar menu of the ribbon.
Choose the Lista de imágenes horizontales model and click on
Fig. 11 Aceptar. The object will be inserted in the centre of the slide.
3. Click on the boxes below and type the texts “FAUNA”, “FLORA” and
To change the colour scheme,
“GEOLOGY” in size 32 Britannic Bold font.
select the object, go to the 4. Click on the boxes above and insert the photos P3_01_Lynx.jpg,
Herramientas de SmartArt P3_02_Flora.jpg and P3_03_Fossil.jpg in them. Resize everything
tab and click on Diseño. Now
click on Cambiar colores and
to look like Figure 11.
select the colour scheme you 5. Save the presentation with the name P3_E1_namesurname.
prefer.
Exercise
2. Adding the other slides
Using the tools we saw in the previous exercises, complete the nine slides of the full presentation to look like the ones below.
You can use the right-click option Duplicar diapositiva to make sure that the titles are all at the same height.
You will find the images you need in Unit 2 of the virtual CD. Save your presentation with the name P3_E2_namesurname.

Office software
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Practical 4. Adding effects

Exercise
1. Animation effects
PowerPoint can add an animation to each element in a slide.
1. Go to slide 3 of the presentation you created in the previous practi-
cals. Select circle 1 and the text box with the words “Environmental
significance”. In the Animaciones menu of the ribbon, click on Panel
de animación.
2. Select both objects and, in the Animaciones menu, choose Despla- Fig. 12
zar hacia arriba and then, in Opciones de los efectos, a little further
to the right, choose Desde arriba (Figure 12).
3. In the menu on the right, Panel de animación, use the drop-down
menu to select Iniciar después de anterior for the first effect and
Iniciar con anterior for the second (Figures 13 and 14). Click on Re-
producir to preview the effect. Repeat these steps for the other par-
agraphs in this slide. Fig. 13
4. Now go to slide 7 and select the circular graphic that you created in
Practical 2. Customise an animation for this object that runs when the
mouse is clicked, with average speed and the effect Aumentar y gi-
rar.
5. Save the presentation with the name P4_E1_namesurname.
Fig. 14
Exercise
2. Transition effects
Transition effects are visual effects that take place in a presentation when
we move from one slide to another. This resource can affect a single slide
or the entire presentation.
1. Go to the first slide (cover slide) of the presentation that you are cre-
ating.
2. In the Transiciones menu of the ribbon, click on the arrow to the
right of the various slide transition effects. A dialog box will open
with different types of transitions (Figure 15). Choose Galería (if this
effect does not appear, you can select another, like Persianas hori- Fig. 15
zontales).
3. Then, in the Intervalos section, adjust the length of the transition to
2 seconds (Figure 16).
4. We can also set how the presentation will move from this slide to
the next: manually (using the mouse) or automatically, after a few
seconds. Deselect Al hacer clic con el mouse and try the option
Después de, assigning a time of 5 seconds.
5. Finally, there is the option of applying the same type of transition to
the whole presentation with Aplicar a todo. This is recommended to
keep the audience’s attention, but in this exercise we will apply differ-
ent transition effects to the other slides for practice. Fig. 16
6. Save the presentation with the name P4_E2_namesurname.

Office software
Practical 5. Impress presentation

Exercise
1. Creating our first slides
Impress is a very similar program to PowerPoint. Virtually all of the con-
cepts and tools that we have seen in PowerPoint are available in Impress.
The main difference is that Impress does not have as many templates and
generally has fewer design resources than its Microsoft equivalent. How-
ever, if you are creating a presentation from scratch, you can use this pro-
gram without a problem.
Fig. 17 1. Open Impress. We are going to use a template to create our first pre-
sentation: choose the Inspiración template (Figure 17) when the
program suggests it to you or go to Archivo / Plantillas / Gestionar
plantillas.
2. Once you are in the template, type the title of the presentation at the
top: “ART MUSEUMS”.
3. Go to Insertar / Imagen and insert the images P5_01_Cover1.jpg
and P5_01_Cover2.jpg from Unit 2 of the virtual CD. Change the size
so that the slide looks like Figure 18.
4. On the left-hand side (in the slide pane), right-click and select New
Fig. 18 slide (Figure 19).
5. Select slide 2 from the slide pane. Type the title “LOUVRE MUSEUM
(PARIS)” and insert the image P5_02_ Louvre.jpg.
6. Select the image of the Louvre, right-click and choose the Editar es-
tilo option. Then, under the Sombras tab, check the Utilizar som-
bras item and choose the one in the top right-hand corner. Choose a
green for the colour (Figure 20).
7. Create the other slides (shown on the next page) by right-clicking in
the slide pane and selecting Diapositiva nueva for each one. You
Fig. 19 will find all the images in Unit 2 of the virtual CD: P5_03_British.jpg,
P5_04_Metropolitan.jpg, P5_05_Vatican.jpg and P5_06_Prado.
jpg.
8. Once we have created all the slides, we will set transition effects bet-
ween them.
9. Go to Ver / Transición entre diapositivas. In the new menu that ap-
pears, try choosing Barrido with the De izquierda a derecha variant
and the predetermined timing (Figure 21).
10. Below, in the Avanzar diapositiva section, we can choose to make
the presentation advance automatically if we wish. Leave the default
option.
Fig. 20
11. To avoid repeating this configuration for the rest of the slides, click on
Aplicar transición a todas las diapositivas (Figure 22).
Fig. 22
12. Press F5 to see how the presentation turned out. Save it with the
name P5_E1_namesurname.odp.
Fig. 21

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Exercise
2. Charts
1. Create a new slide. Go to Insertar / Gráfico (or Diagrama, depend-
ing on the version of Impress that you are using) or click on the Inser-
tar gráfico button (Figure 23).
2. Right-click on the chart and select Tipo de gráfico / Círculo / Nor-
mal (Figure 24). Fig. 23 Fig. 24
3. Right-click again and select Tabla de datos. Fill in the rows and col-
umns with the data shown in Figure 25.
4. At the top is a series of icons for inserting and deleting rows and
columns, etc. Use Insertar filas for the last museum.
5. Delete the data that you do not need and click on Aceptar.
6. You can edit the data or change the format by right-clicking and
choosing Editar.
7. Select the chart. Right-click and go to Insertar etiquetas de datos.
Right-click again and choose Formato de etiquetas de datos and
go to the Etiquetas de datos tab. Choose Fuera from the Posicio-
namiento menu. Finally, in the Tipo de letra tab, choose font size 16.
8. Your chart should look like the one in Figure 26.
Fig. 25
9. Save the presentation with the name P5_E2_namesurname.odp.
Now that you have used Impress, do you think you could do practicals
1, 2, 3 and 4 with this LibreOffice program instead of PowerPoint?
Fig. 26

Office software
Practical 6. Online presentations: Prezi and SlideShare

Exercise
1. Creating presentations with Prezi
Prezi is an online tool for creating presentations. The only requirement is
to register; if you do this from an educational account, your presentations
will be private and you will have up to 4 GB of storage.
practical.
1. Go to www.prezi.com and click on the Get Started button. Sign up for
Fig. 27 Prezi Public (the free option). Once you are in the main screen, select
New presentation.
2. Choose a similar template to the one in Figure 27 (it is called Tran-
quility) and click on Use template. The desktop will open with the
Thermal template in it and instructions on how to use Prezi.
3. Click on the desktop in the area for adding a title and type “Electricity
in Spain”. The slide is highlighted with a 1 in the margin (Figure 28).
Fig. 28 4. Each slide is a point on the desktop. Click on the first slide after the
title, marked with a 2, and type: “Hydropower”. Go to slide 3. Click on
Insert / Image in the top centre and upload the image P6_Hydro-
power.jpg from Unit 2 of the virtual CD. Centre it and resize it so that
it fits inside the circle.
5. Insert the titles “Thermal” and “Solar” and the images P6_Thermal.
jpg and P6_Solar.jpg, respectively, in the following slides.
6. Below the slides, on the left, click on Edit Path. Drag the numbers
Fig. 29 for each object so that the path looks more or less like the one in Fig-
ure 30.
7. Save your presentation, leave the editing window by clicking on Exit
Thermal and, without leaving Prezi, click on Download to save a copy to your
local folder with the name P6_namesurname.zip.
Hydropower
Solar
Fig. 30
Exercise
2. Uploading presentations to SlideShare
SlideShare is a website for storing and sharing presentations, documents
and videos.
1. Go to www.slideshare.net and click on Signup to register.
2. We will use the top menu to upload and download presentations,
view our favourites, etc.
3. Click on the Upload button. You must select a public presentation
because the private ones are reserved for Premium accounts. Select a
presentation on your computer (Figure 31).
4. Check that the file was uploaded successfully. Click on the Email link
Fig. 31
and e-mail the presentation to a classmate.
5. Always remember to exit by clicking on Log out.
Office software
2
Practical 7. Creating presentations with Google

1. In your Gmail account, click on Google apps (in the top right menu)
2. Drop down the New menu and select the Google Slides option (Fig-
ure 33).
3. To apply a theme to all the slides, click on the Theme button (Figure
34) or go to Slide / Change theme in the menu. Choose a theme Fig. 32
from the drop-down menu that appears.
4. Let’s create our first slide, the one in Figure 35. To do this, in Click to
add title, type “Electricity in Spain”. In the sub-title part, write your
name, surnames and your course. Change the format of the text to
look like the figure. Fig. 34
5. To insert new slides, click on the + button (in the top left-hand corner).
6. To insert text, either go to where it says “Click to add title” or click on
the icon with a T. Write the title “HYDROPOWER” on one.
7. To insert a photo in the presentation, click in the centre of the slide.
Click on the Image icon (Figure 36) and select the P6_Hydropower.
Fig. 33
jpg image from Unit 2 of the virtual CD. Resize it by pulling on the
squares that appear at the corners and centre it as shown in Figure 37.
8. Go to Slide / Change background and change the background to a
yellow one to match the presentation.
9. Create two more slides with the texts “THERMAL” and “SOLAR” and the
images P6_Thermal.jpg and P6_Solar.jpg with a blue background
and a yellow background, respectively. In total, the presentation
should have four slides (Figure 38).
10. Go to the first slide. In the top menu, go to Slide / Change transition.
In the new menu that appears on the right, select a transition (for ex- Fig. 35
ample, Flip) (Figure 39). Apply different transitions to the other slides.
You can view your presentation by clicking on Present.
11. In the top left, where it reads “Untitled presentation” write P7_name-
surname.
12. Click on the Share button (in the top right-hand corner) and type in
the e-mail addresses of three classmates to share your file with them.
Share the document with your teacher too if you are asked to.
Fig. 36 Fig. 37
13. Finally, check that several people can access the same document.
Fig. 38
Fig. 39

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5. Spreadsheets
Spreadsheet applications are used to perform mathematical operations, work with numerical
data, do complex calculations with formulae and functions, and create charts. For this topic, we
are going to use two spreadsheets: Microsoft Office Excel and LibreOffice Calc.
Spreadsheet files are called workbooks (libros de trabajo) and they contain sheets (hojas). By
default, these are called Hoja 1, Hoja 2, Hoja 3, and so on. Each sheet has rows (filas) and col-
umns (columnas). For example, an Excel 2010 workbook has 1,048,576 rows and 16,384 col-
File formats umns. Each row is numbered (1, 2, 3, etc.) and each column is given a letter (A, B, C, etc.). We can
.xlsx Extension used by Micro- use the scroll bars to view the whole sheet.
soft Excel from version 2007
(earlier versions used the .xls A cell is the box created by the intersection of a row and a column. Cells are given a letter (indi-
extension). cating the column that they belong to) and a number (indicating the row that they belong to).
.ods Extension of LibreOffice For example, B6 is the address of the cell that is the intersection between column B and row 6,
and OpenOffice spreadsheets. as you can see in Figure 1.

What a spreadsheet looks like
In general, spreadsheets look like the one below (Figures 1 and 2, for Excel and Calc, respective-
ly):
Tabs, containing
all the usual workbook
spreadsheet
Ribbon, with the options
different groups
of options, which
contain the
most common
functions
column
row
Cell B6. We
insert the data
that we want to
work with in
cells
vertical scroll bar
sheets horizontal scroll

bar
Fig. 1. Excel environment

Office software
2
Learn
When working with spreadsheets, we must remember that:
The active cell is the selected one (it has a thicker outline than the The formula bar is the space where we can enter informa-
rest). This is where our data is entered. If you try to type in a cell that is tion in the selected cell. When we click on the box we can:
not active, your data will not appear.
Cancel what we have typed (equivalent to pressing
To enter data in spreadsheets, first activate the cell where you want Supr on the keyboard).
to enter the data by double clicking on it. You can also use the formula Enter the content that we have typed (equivalent
bar to do this. to pressing Intro on the keyboard).
The types of data that can be entered in a spreadsheet are: text, num- Drop down the function menu, which we will see
bers (integers, decimals, currencies, etc.), dates (in different formats: later.
1-12-03, 01/12/03, etc.), times (formats 8:30, 20:30:00, etc.), formulas
and functions.
active
cell
row cell
column
cursor vertical scroll bar
horizontal scroll bar

sheets
Fig. 2. Calc environment
The fill handle is a little square that appears in the lower right-hand corner of a cell (or selected range) and is used to autocomplete
contiguous cells.
It is used to enter datasets in contiguous cells quickly: weekdays (Monday, Tuesday, etc.), months (January, February, etc.), natural num-
bers or series that contain them (1, 2, 3, etc., or Student 1, Student 2, Student 3, etc.), even numbers, odd numbers, etc. To do this, we
simply enter the first value (sometimes, the first two values), click on the fill handle and, without releasing the mouse button, drag it to
include all the cells that we want to complete.
A range is a set of contiguous cells in a worksheet. It is expressed by the address of two cells separated by colons, indicating the area of
the range. Here are three examples: B3:B7, A2:C2 and E2:G10.
A2:C2 B3:B7 E2:G10

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Operators, formulas and functions
In spreadsheets, we can use operators, formulas and functions.
Spreadsheet operators can be arithmetic or comparison. Arithmetic operators perform basic
mathematical operations. Comparison operators compare two values and produce “true” or
We must use the equals sign “false” values.
(=) to enter a formula or
function. Arithmetic operators Comparison operators
+ Sum = Equals
- Subtraction < Less than
* Multiplication <= Less than or equal to
/ Division > Greater than
^ Power >= Greater than or equal to
<> Different from
A formula is a mathematical expression that uses arithmetic operators to calculate results

based on the values entered and stored in the cells
Functions are predefined formulas in spreadsheets that make tasks easier for the user.
We express formulas and functions as follows:
indicator of the start of a formula operator
=PROMEDIO(B2:B4)*E4 reference to a cell
function function argument
Fig. 3. Relative reference

As shown in the example, formulas can contain calls to other cells or even a range.
and fill handle A reference is a call to a cell and can be relative and absolute.
•• Relative references are so called because, in the formula, they call a relative value to a
cell and are used to change this reference when the formula is copied with the fill han-
dle. In the example in the margin (Figure 3), the formula uses relative values for cells A1
and B1; if we use the fill handle, these values will change to A2, A3, A4... and B2, B3,
B4..., respectively.
•• An absolute reference calls cells that remain constant when the formula is copied with
the fill handle. They differ from relative references because they have the $ sign. In our
example (Figure 4), if we write $A$1 and $B$1 instead of A1 and B1, the reference will
be made to cells A1 and B1 and will remain constant when we copy the formula with
the fill handle.
To insert a formula or function, we can:
Fig. 4. Absolute reference •• Type it directly in the formula bar.

and fill handle
•• Click on the Insertar menu or tab and choose Función.
•• Use the Insertar función button on the toolbar.
Insertar función button These last two options are very useful when the function is not often used because they open
on the toolbar a window that helps us to use the function and the arguments correctly.

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Charts
Asistente para gráficos (wi-
zard) button on the toolbar
We can use charts to represent data graphically in spreadsheets, which makes it easier for us to
draw conclusions from it.
Spreadsheets have a built-in wizard to guide the user in creating a chart every step of the way.
To open the wizard, go to the Insertar menu or tab and select Gráﬁco. The wizard lets us choose
either a standard chart or a custom one.
The elements found in charts are as follows:
title of the chart elements of the type of chart (can be bars,

Y-axis or vertical axis cylinders, sectors, etc.)
(can have its own title)
legend (text Fig. 5. Bar chart

indicating the
meaning of the
different series)
Millions of
pages visited
Fig. 6. Pie chart

Gridlines (make the values
easier to read)
X-axis or horizontal axis

(can have its own title)
datasets (set of related data or data of the same type): one of the series is usually represented on the
X-axis and the other on the Y-axis, which allows us to draw the elements of the chart.
Fig. 7. Scatter chart
When we draw a chart, we need to select the most appropriate type for the data that we want
to represent or for the analysis we want to perform. Broadly speaking, the following charts are
available in spreadsheets:
•• Bar charts (horizontal or vertical)
•• Pie charts
•• Scatter charts Fig. 8. Line chart
•• Line charts
•• Surface charts
Fig. 9. Surface chart

Office software
Practical 1. Starting with spreadsheets

Exercise
1. Entering data and moving around worksheets
1. Open the file P1_Budget.xlsx in Unit 2 of the virtual CD.
2. In cell A1, type the title “Budget” (Figure 10). To do this, either dou-
ble-click on the cell or click on it once and write in the barra de fór-
mulas.
3. We are going to use the keyboard to move around the worksheet.
To do this, activate the cell that you typed in (A1) by clicking on
it. Move one cell down by pressing the appropriate arrow key; then
move to the right, up and to the left.
4. Now move one cell down using the Intro key.
Fig. 10
5. Move one cell back to the right, this time using the Tab key.
6. Press Ctrl + Inicio to move to the start of the worksheet and then Ctrl
+ Fin to move to the last cell used in the sheet.
7. Press Ctrl + arrow up, down, left and right from the different cells.
You should end up at row 1,048,576 in column XFD. Then go back to
the start of the worksheet.
Exercise
2. Formatting. Using Alt + Intro
1. Type the text “Electronic Project” in cell B1.
2. Set the column width to fit the entire text in the cell. To do this, po-
Fig. 11 sition the pointer right on the line between the column headings.
Double-click when the pointer changes (you can also click and drag
it to where you want it to end). Another way to do this is to select
the entire column, right-click and select the option for optimising the
column width.
3. Another way to make the text fit is to add a line break. To do this, se-
Fig. 12. Cursor for adjusting the cell to the text lect cell B1 and double-click just before the word Electronic (simply
click in the formula bar). When you press Alt + Intro, it should look
like Figure 11 (with spreadsheets, if you only press Intro, the applica-
tion understands that you are entering data, not adding a line break).
4. Let’s format the worksheet. Select the entire budget, right-click on
the selected area and choose the Formato de celdas option.
5. In Fuente, apply the Verdana font, Normal style and size 11 to the
entire table. Apply the required borde (border), color de fondo
(background colour) and color de fuente (font colour) by selecting
Fig. 13
these options in the different tabs or using the buttons on the tool-
bar). Your worksheet should look like the one in Figure 13.
Borders
6. To give your worksheets a neat look, you may need to group several
Fill Colour cells into one. The combinar celdas (merge cells) option is used for
this; the opposite process is the dividir celdas (split cells) option. Se-
Font Colour lect cells C3 and C4 and click on the button on the toolbar to merge
them. Now merge cells D3 and D4, E3 and E4, F3 and F4, and G3 and
Spellchecker G4.
Merge Cells

Office software
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Exercise
3. Conditional formatting
1. We are going to apply some conditional formatting (formato condi-
cional) to make the price in column G appear in red if it is more than
€5.
2. The first step is to create the style of the format that we want to ap-
ply. To do this, go to an empty cell, right-click and choose Formatear
celdas. In the Efectos de fuente tab, select red as the font colour
and click on Aceptar.
3. In the Formato menu, click on the Estilo y formato option. Click on
the Nuevo estilo a partir de selección (New style from selection)
icon (Figure 14). Type the name of the new style: “More than 5”.
4. Select column G, and choose Formato condicional in the Formato
menu. In Condición 1, select El valor de la celda, mayor que and
5 (Figure 15); and in Estilo de celda select Mayor que 5 (this is the
one you created in the previous step). Click on Aceptar. All the val-
ues greater than 5 should now be shown in red. Fig. 14. New style from selection
Fig. 15
Exercise
4. Inserting worksheets. The fill handle
1. Insert another worksheet by right-clicking on the name of the work-
sheet (Figure 16). Select the Insertar hoja option; in the pop-up
window, choose Detrás de la hoja actual and write “Fill Handle” in
Nombre.
2. In this new worksheet, we are going to use a tool for completing se-
ries, called the fill handle. Type the word enero in a cell and position
the pointer on the bottom right-hand corner of the cell, on the fill
handle, until it changes into a cross. Fig. 16
3. Click and drag down until all the months of the year appear.
4. Now let’s enter some more data series. For some, you will find that
you must enter two values, instead of just one, to complete them. Try
it out with the following series of data:
•• Natural numbers (1, 2, 3...)
•• Even numbers
•• Odd numbers
•• Days of the week
•• Student 1, Student 2, Student 3...
5. Save the workbook with the name P1_namesurname.xlsx.
Fig. 17

Office software
Practical 2. Entering operations. Errors

Exercise
1. Using the spreadsheet as a calculator
We are going to familiarise ourselves with formulas by entering them
Arithmetic operators and using the spreadsheet as a calculator. We need to consider the prec-
+ Sum edence of the operators in mathematical expressions: the powers are cal-
- Subtraction culated first, followed by multiplication and division, and, finally, addition
* Multiplication and subtraction. To change this precedence, we need to use parentheses.
/ Division
1. Open a new spreadsheet. We want to perform the following math-
^ Power
ematical operation in cell C3: 25 + 15 × 32. To do this, select cell C3
and type the following expression: =25+15*3^2 (enter the ^ symbol
by holding down Shift and the key that it appears on, although it will
not be displayed on your screen until you type the next character, 2
in this case).
2. Press Intro and check that the result is 160.
3. Select cell C3 by clicking on it. You should see that the value in the
cell has changed to 160 and the mathematical expression is shown
in the formula bar.
4. Double-click on cell C3. Now the cell shows the mathematical expres-
sion instead of the result.
5. Look at the order of precedence used in the operations: first came the
power, followed by multiplication and, finally, the sum.
6. In cell D3, do the operation (25 + 15 × 3)2 and check that the result
is 4900.
7. Select cell E3 and enter the expression =(5^2+4^6)/(27-3).
Fig. 18
8. Copy this expression to cell F3 but delete the brackets. What result
did you get? Find out what operation the program performed by
studying the order of precedence.
9. Select cell F3 by right-clicking on it. In the context menu, choose
Formato de celdas. In the Número tab, select the Número category
and, in Posiciones decimales, choose 3 (Figure 18). Click on Aceptar
and see how the result changes.
Exercise
2. Errors when entering formulas
Spreadsheets warn us when we make a mistake entering data or if we try
###### The cell is not wide enough to display
the content or a negative date or time to do an operation that is not allowed by the program. In Excel, the error
was used. messages look like the ones in Figure 19.
#¡VALOR! An incorrect type of argument or ope-
rand was used. 1. Go to another worksheet in the workbook, enter a formula where you
#NOMBRE? The text in the formula is not recognised. divide by zero and see what error appears.
#REF! The cell reference is invalid. 2. Save the workbook with the name P2_namesurname.xlsx.
#N/A: One of the values for a function or formu-
la is not available.
#NUM! Invalid numerical values were entered in
a formula or function.
#DIV/0! It was divided by zero.
Fig. 19. Errors in Excel

Office software
2
Practical 3. Budget, process sheet and task distribution

We are going to create a workbook with three worksheets. In each work-
sheet, we will create the documents we need to include in our Technolo-
gy project reports: a budget, a process sheet and a task distribution
sheet.
1. Open a new workbook. Right-click on the Hoja 1 tab, choose the
Cambiar nombre option and name it “Budget”. Repeat these steps
Fig. 20. Budget
with the next two worksheets, calling them “Process sheet” and “Task
distribution”, respectively.
Budget
Merge Cells
2. Go back to the Budget sheet by clicking on its tab.
3. In cell A1, enter the text “Component” and then the rest of the data in Font Colour
Figure 20, except for the data in the Cost column, which we will enter
Fill Colour
as formulas later. To create the Total, 21% VAT and Total cost cells,
use the Combinar celdas option.
Borders
4. In cell D2, enter the formula =B2*C2 and press Intro.
Spellchecker
5. Select cell D2, click on its fill handle and drag it to cell D3 to autocom-
plete it.
6. In cell D4, enter the formula =D2+D3 and press Intro.
7. In cell D5, enter the formula =0,21*D4 and press Intro.
8. In cell D6, enter the formula =D4+D5 and press Intro.
9. Select the range D2:D6. Right-click, select Formato de celdas and,
in the Número tab, select the Moneda option. Click on Aceptar to
display the value in Euros.
10. Set the font colour, background colour and borders to create a budget
like the one in Figure 20.
11. Run the spellchecker on the worksheet.
Process sheet
12. Go to the Process sheet worksheet by clicking on its tab. Fig. 21. Process sheet
13. Enter the data in Figure 21. You need to insert the image P3_Draw-
ing.jpg from the virtual CD in the Drawing column. To do this, go to
Insertar / Imagen / Desde archivo and select the image.
14. Set the font colour, background colour and borders to create a pro-
cess sheet like the one in Figure 21.
Task distribution
16. Go to the Task distribution worksheet by clicking on this tab. Fig. 22. Task distribution
17. Enter the data in Figure 22. Set the font colour, background colour and
borders to create a task distribution sheet like the one in the figure.

Office software
Practical 4. Functions and charts in Excel

Exercise
1. Learning how to use functions
Functions are built-in formulas in spreadsheets designed to make tasks
easier for the user.
1. Open a new workbook.
2. Use the fill handle to enter the current values shown in Figure 23 in
the correct cells.
Fig. 23
3. We are going to use the equation V = R × I, by entering it in the work-

sheet as a function. To do this, select cell C2 and select Función from
the Insertar menu.
4. In Categoría, select Matemáticas. In Función, choose PRODUCTO.
Click on Siguiente.
5. In Número 1 enter the value 2. In Número 2 enter B2. Click on
Aceptar.
6. Use the fill handle to complete the column.
Fig. 24 7. Now we are going to repeat these steps for a resistor of 3 Ω.
8. Type 3 in cell D2.
9. Repeat the steps to insert a function in cell F2, but this time enter
$D$2 in Número 1 and B2 in Número 2. Click on Aceptar.
10. Use the fill handle to complete column F. You will notice that we
made an absolute reference to cell D2 so this value remains constant
when we use the fill handle.
Exercise
2. Viewing formulas
This tool lets us see the formulas entered in a workbook. It is very useful
for correcting errors and checking formulas.
In the workbook P4_namesurname.xlsx, go to the Fórmulas tab, Au-
ditoría de fórmulas group, and select the Mostrar fórmulas option. In-
stead of the calculated values, you will see the formulas that were entered.
Fig. 25
Fig. 26

Office software
2
Exercise
3. Using scatter charts
We want to represent the change in voltage (columns C and F) with the
current (columns B and E) for a resistor of 2 Ω and one of 3 Ω.
1. Use the mouse to select the range B1:C22, press Ctrl and select the
range F1:F22 at the same time (including the header). In this step, we
use the Ctrl key to select two non-adjacent ranges to represent them
at the same time.
2. In the Insertar tab, Gráficos group, select X Y (Dispersión) and then
Dispersión con líneas suavizadas.
3. Position your cursor on the chart. In the Diseño tab, click on Diseño
de gráfico and select Diseño 1. Change the titles of the axes and the Fig. 27
chart to produce an end result like Figure 28.
Fig. 28
Exercise
4. Printing and exporting to PDF
We are going to learn how to print out documents so that you can have a
paper copy of the worksheets or charts you have created, for example. We
will also look at the option of exporting them to PDF.
Before we can print or export the worksheet to PDF, we need to define and
configure a print area.
1. Open the workbook P4_namesurname.xlsx. In the first worksheet,
select the range of cells to create the chart.
2. Go to the Diseño de página tab, Configurar página group, Área
de impresión option, and select Establecer área de impresión.
The selection will be split into different pages, which is how it will be
printed.
3. To print the worksheet horizontally, choose the Orientación option
from the same group and select Horizontal.
4. In Archivo / Imprimir, select the Imprimir selección option from
the first drop-down menu in Configuración. We can also choose the
printer we want to print the selection in this window. You do not need
to print it on paper at this time.
5. Find the Adobe PDF option. This way, we keep it in digital format.
Save the file with the name P4_namesurname.pdf.
Office software
Practical 5. Functions and charts in Calc

We are going to calculate the power dissipated in a simple circuit and rep-
resent it on a chart in LibreOffice Calc.
1. Open a new file and name it P5_namesurname.ods. Name the
worksheet “Electricity consumption”.
2. Enter the data shown in Figure 29.
3. Calculate the power dissipated in the resistor R1. Remember that the
power dissipated in a resistor is P = I2 × R, so we must enter the formu-
la =A6^2*A3 in cell E3.
Fig. 29
4. Enter the formula =A6^2*B3 in cell F3 but do not write it out: instead
of writing A6, go to this cell and click on it. You will see that the pro-
gram completes the formula; now do the same for the value B3.
5. For cell G3, we are going to do it another way for practice, by en-
tering a nested function. Select cell G3 and select the Función op-
tion from the Insertar menu. Select the PRODUCTO function, click
on Siguiente and complete the data in the window: in Número 1,
enter the value C3. In Número 2, click on the function button to en-
Insertar función button on the toolbar
ter the power function, select the POTENCIA function, and click on
Siguiente. In the next window, enter the value A6 in Número and
the value 2 in Potencia. Click on Aceptar. If you have done it all cor-
rectly, you will have entered the following nested function:
=PRODUCTO(C3;POTENCIA(A6;2))
6. Repeat these steps in cell H3 to calculate the power dissipated in the
power source. The result is shown in Figure 30.
7. To represent the power dissipated in the circuit on a chart, select the
range E2:H3 and click on the Gráficos button. Note: as with the last
exercise, the steps for charts may vary slightly depending on the ver-
sion of Calc you are using.
Fig. 30
8. For Tipo de gráfico choose Círculo, select the Serie de datos en

filas option and click on Finalizar.
9. Click on the chart area and, in the pop-up menu, choose Insertar
títulos. A window will appear for you to enter a title for your chart:
“Electricity consumption”.
10. Once you have created the chart, save the workbook again (it will
keep the same name).
Fig. 31

Office software
2
Practical 6. Creating spreadsheets with Google

We can use online spreadsheets to perform the calculations we have seen
in this unit without installing programs on our computer; what’s more, we
can access these documents from any device connected to the Internet
and share them so that other people can view them or several users can
work on them at the same time.
1. In your Gmail account, click on Google apps (in the top right menu) Aplicaciones de Google

2. Drop down the New menu and select the Google Sheets option (Fig-
ure 33). This will open a document in a new window.
Fig. 32
3. We are going to enter the following mathematical expression in cell
C3: 20 + 35 · 62. To do this, we need to use spreadsheet language:
select cell C3 and type the formula =20+35*6^2. Enter the ^ symbol
by holding down Shift (Bloq Mayús) and the key that it appears on,
although it will not be displayed on your screen until you type the
next character, 2 in this case).
4. Press Intro and check that the result is 1280.
5. Select cell C3 by clicking on it. You should see that the value in the
cell has changed to 1280 and the mathematical expression is shown
in the formula bar.
6. Double-click on cell C3. Now the cell shows the mathematical expres-
sion instead of the result.
7. In cell D3, perform the operation (20 + 35 · 6)2 and see how the result
changes. It is essential that you understand how to use parentheses Fig. 33
and the importance of operator precedence: addition, subtraction,
multiplication and division.
Fig. 34
8. When you have finished, click on Save as and save the file with the
name P6_namesurname.
9. Click on the Share button (in the top right-hand corner) and type
in the e-mail addresses of three classmates to share your file with
them. Share the document with your teacher too if you are asked to.
10. Now go to your Gmail account and open a document that some-
body has shared with you. Check that you can type in it.
11. Lastly, try to upload one of the files you did in this unit (a spread-
sheet) with the option File / Open and then Upload.

Office software
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Learn
6. Database managers
A database is a set of organised and related data on a given topic.
Databases are specifically designed to handle, manage and organise large volumes of data
quickly and easily.
Imagine that you have a telephone book. If you have the telephone number, postal address,
e-mail, workplace and birthday of every contact, storing and managing all this information is
going to get very complicated.
Now imagine that you have a digital list of all the books in your home and all your music CDs,
File formats with the name of the author, year of their creation, type of book or CD, etc.
.accdb Extension used by Mi-
crosoft Access from version
It would be useful to be able to relate the two lists to know who we have lent a book to and who
2007 (earlier versions used has returned it. Databases can handle all this and much more.
the .mdb extension). We use our computer to access information stored in tables (tablas), add data to them using
.ods Extension of LibreOffice forms (formularios) and find it using queries (consultas). A report (informe) displays the data
and OpenOffice databases.
on the screen so that we can then print it off.
Computer programs designed to handle databases are called database managers. The most
common ones are LibreOffice Base and Microsoft Access.

Database elements
A database consists of the following elements:
title or name of the

ribbon database
database browser quick access toolbar

panel with types
of objects
area for working with
database objects
Fig. 1. Database elements
Tables. These are used to store information. A table consists of rows and columns.
The rows are the records and the columns are the fields.
•• The records contain information about the subject or element. For example,
in a table of students, a record is all the information on a single student.
•• A field is a category or characteristic common to all the records. For example,
in the table of students, the name would be a field, the telephone number
would be another one, etc. The field key is a unique field that is not repeated
and allows us to uniquely identify a record; for example, a person’s ID card
Fig. 2. Records and fields
number or a car registration plate.

Office software
2
Learn
Queries. These are used to selectively obtain some of the information stored in a table or
several interrelated tables. The main types of query are:
•• Selection: displays records that meet a set of criteria.
•• Update: lets us edit or update fields in a group of records meeting a set of criteria.
•• Delete: deletes records from one or more tables that meet certain criteria.
•• Table creation: a query that creates a new table based on a selection of records in other
tables.
We can create a set of criteria to perform a query so that it only displays records that meet cer-
tain expressions. Some examples of criteria are:
Criteria for Text fields (the program assumes quotation marks if they are not written)
Example Explanation Notes
“Sevilla” Equal to “Seville” Text fields are written in quotation marks.
Not “Sevilla” Other than “Seville” The Not operator is equivalent to Other than.
Starts with an “S” and can continue In computing, the * symbol is a wildcard that represents a string
Like “S*”
in any way of characters.
Like “[A-C]” The dash operator (-) written between square brackets indicates
A letter from “A” to “C”
a range of characters.
Criteria for Number, Currency and AutoNumber fields
> 300 Greater than 300 We can use the operators >, <, =, >=, <= and <>.
Between 300 and 500 Between 300 and 500 The Between (Entre) operator is used for ranges of numbers.
Criteria for Date/Time fields
=#15/06/03# Dated 15/06/03 Dates are written between hashtags (#).
The relational operators operate with dates in the same way

>#15/06/03# After the date 15/06/03 as they do with number fields. We can also use the Between
operator.
Criteria for Yes/No fields
For example, in a field called

Yes Single, this will show all the men Do not forget the accent on Sí when using Spanish.
who are not married.
Forms. A form is a display format used for entering information in tables with more options
and a more attractive design.
Reports. These are used to present the data in a table or query, usually for printing. In
contrast to forms, you can only see the data that appears in reports; it cannot be edited.
However, reports can group information more easily.
Relations between tables. As we have seen, information is stored in tables. Typically, the
different tables have a relationship, i.e. the tables are related by common fields.
For example, let’s say that we have two tables, one with a list of books and another with a
list of authors; obviously, the common field between the two tables must be the name of
Fig. 3. Relations between tables
the author. Once this relationship is established, we can perform queries combining the two
tables; for example, how many books a particular author has written.

Office software
Practical 1. Creating databases and tables in Access

Exercise
1. Creating databases
1. Open the Microsoft Access program by double-clicking on the short-
cut or going to Inicio / Todos los programas.
2. When the program opens, select Base de datos en blanco.
3. In Nombre de archivo, type “Project”. Now click on Crear.
4. The workspace will appear. Click on the Crear tab and study all the
different types of objects that you can create: tables, queries, forms,
and reports.
Fig. 4
Exercise
2. Creating tables
1. Go to the Tablas option and click on the Diseño de tabla button.
2. We are going to define the fields in the Students table. Enter the
names of the fields exactly as shown in Figure 6 (be very careful when
you select the data type for each field in the second column).
3. Once you have defined the table, you can set the key field. Position
the cursor in the row of the first field, Student code, and click on the
Primary key option on the toolbar (the key icon will appear next to
the first field name). When Student code is selected as the key field,
it will not be possible to enter two students with the same code, so
This option is used to create tables to our this way we can make sure that no students are repeated.
specifications, without using wizards or 4. When you have finished, close this window. When the program asks
adding unwanted fields with the Table
button. if you want to save the table, choose Sí, type the name Students and
click on Aceptar.
Fig. 5
Exercise
3. Entering records in the table
1. Double-click on the Students table.
2. We can add information to the table in this view, called the Data-
sheet view. You can write directly in each field or cell (and when you
reach the end, Access takes you to a new record).
3. Enter the data below (Figure 7). When you have finished, close the
window.
Fig. 6

Primary key button
Fig. 7

Office software
2
Practical 2. Defining relationships and creating queries in Access

Exercise
1. Defining relationships between tables
1. Copy the database file P2_Project_2.accdb from Unit 2 of the virtual
CD to your work folder. After copying the file, open it.
2. Go to the Herramientas de base de datos tab and click on Rela-
ciones. In the pop-up window, select the three tables and click on the
Agregar button. Now click on Cerrar.
3. Tables are related by one or more common fields. The Students table
is related to Project by the Project code field. To indicate this, use the
mouse to drag the Project code field from Students to the Project
code field in Projects.
Fig. 8
4. In the box that appears, enable the Exigir integridad referencial
and Actualizar en cascada los campos relacionados options. Click
on Crear.
5. Now relate the Students and Task tables with the Task code field
(Figure 9). Close the window and save the changes.
Exercise
2. Creating a selection query
1. Go to the Crear tab, Consultas group, and click on Diseño de con-
sulta.
2. The first thing to do is choose the table or tables to query. Choose
Fig. 9
the Students table and click on Agregar. Now click on Cerrar. If you
forget to add a table to the query, you can come back to it using Con-
sulta / Mostrar tabla in the menu bar. To remove the table, use Con-
sulta / Quitar tabla.
3. The Students table will appear at the top with its fields; below it you
will see a grid. In each column of the grid, you need to enter the fields
of the tables that you want to show in the query result. To do this, sim-
ply double-click on the field of the table you want to enter. You will
see that it is inserted in the relevant column of the grid. For example,
double-click on the fields Christian Name, Course, Course letter,
Project Code and Age (Figure 10). Fig. 10
4. We are going to create a query to display the list of students from
course 4 A. It is as easy as writing “4” in the Criterios box of the Course
column and writing “A” in the Criterios box of the Course letter col-
umn (Figure 11).
5. Let’s run the query and see what the results are. Use the Ejecutar
button on the toolbar for this.
6. Click on the Guardar button to save the query and call it Students
course 4 A.
7. To run a query to show students in 4 A or 4 D, simply include this con-
Fig. 11
dition in the Criterios cell. Run another query repeating the above
steps, but this time write “A or D” in the Criterios cell. Run the query.
8. Save this new query and call it Students courses 4 A and 4 D. Ejecutar (Run) button

Office software
Practical 3. Forms and reports in Access

Exercise
1. Creating a form
Forms are database objects that can be used instead of tables to insert
and handle records and to present the information on screen in a more
dynamic, attractive and smart way.
We are going to create a form from the Students table.
1. Open the database file P2_Project_2.accdb in Unit 2 of the virtual
CD or use the one from the previous practical (you can use either for
this practical) and go to the Crear tab.
2. Click on the Asistente para formularios (Form Wizard) option.
Fig. 12 3. In the first step of the wizard, we will need to include the tables that
we are going to use to generate the form. Select the Students table
from the Tablas/Consultas section. The fields of this table are listed
underneath it. Since we want to select all the fields, the quickest way
to do this is to click on the >> button, which will send them all to the
section on the right (Figure 12). Click on Siguiente.
4. In the next step, choose the type of distribution you want to use for
the form. The most common one is En columnas. Click on Siguiente.
5. In the last step, name the form List of students and click on Finalizar.
Access will automatically save it.
6. Scroll through the records using the arrows at the bottom and add
Fig. 13 a new record with some made-up details (remember that no two
students can have the same student code, i.e. from 1 to 6). Close the
window.
Exercise
2. Creating reports
Reports are objects designed to be printed out. A report can be based on
one or more related tables, although reports are often created to present
the result of a query on paper too.
1. In the Project_2 database, go to the Crear tab, in the Informes
group, and select the Asistente para informes option.
2. Select the Students table. In the field list, select the following fields:
Christian Name, First surname, Second surname, Course, Course
letter, Work group and Age (Figure 14). Click on Siguiente.
Fig. 14 3. Sort them by choosing Christian Name as the first field and clicking
on Siguiente.
4. Select the Esquema distribution and click on Siguiente.
5. Name the report List of students by project and click on Finalizar.
Fig. 15

Office software
2
Practical 4. Creating databases in Base

Exercise
1. Creating databases
The steps for creating a database in Base are very similar to Access.
1. Open the LibreOffice Base program by going to Inicio / Todos los
programas.
2. In the first screen, select the Crear una base de datos nueva option.
Click on Siguiente.
3. Do not touch the options checked by default (Figure 16). Click on Fi-
nalizar.
4. Name it Order management and choose your work folder as the lo-
cation. Now click on Save.
5. This will take you to the database window. As in Access, on the left are
the different types of objects that can be created from the database:
tables, queries, forms and reports.
Fig. 16
Exercise
2. Creating tables
1. Click on the first option in the Tablas area: Crear tabla en modo
Diseño.
2. In the table design window, define the fields for the first table in this
database following the structure in Figure 17.
3. We will now set the key field, which is called the clave primaria (pri-
mary key) in Base. To do this, select the Product code field, right-click
on the row selection box and choose the Clave primaria option (a
yellow key at the beginning of the row indicates that this field is the Fig. 17
primary key).
4. Save the table as Products and close it.
Exercise
3. Entering records in the table
You have now created your first table, Products, in the Order manage-
ment database. Its name will appear in the database window. To start
adding records, select it and click on the Abrir objeto de base de datos
button. To simply view or edit the design, click on the Editar button.
Open the Products table to add the records shown below (Figure 18).
When you have finished, close the window.
Ascending order
Sort
Descending
order Remove filter
Search Autofilter Standard filter

Fig. 18
Use filter

Office software
Practical 5. Defining relationships and creating queries in Base

Exercise
1. Defining relationships between tables
The steps for relating the tables of a database in Base are practically iden-
tical to Access.
1. Copy the database file Order management 2.odb from Unit 2 of the
virtual CD to your work folder. After copying the file, open it.
2. Select the Relaciones option in the Herramientas menu.
Fig. 19
3. Click on each table in the database and then on Añadir. When you
have added all three, close the table selection window.
4. Drag the Customer code field from the Customers table to the Cus-
tomer code field in the Orders table.
5. Relate the Products and Orders tables using the Product code field.
6. The relationships should end up as shown in Figure 19. Close the re-
lationships window and save the design of the relationships you have
created.
Exercise
2. Creating a selection query
1. In the Base de datos menu on the left, select Consultas and click on
the Crear consulta en modo de Diseño option.
2. The steps to create a query in Base are almost identical to Access. First,
we select the tables that will be used in the query. Add the three ta-
bles and click on Cerrar.
3. Double-click on the name of the following fields to add them to the
query: Company, Town/City, Units and Product.
4. We are going to run the query without setting any selection criteria.
To do this, click on the Ejecutar consulta button on the toolbar. The
Fig. 20 retrieved list appears at the top of the window and the query design
is at the bottom.
Ejecutar consulta 5. As you can see, this query shows all the orders made by customers.
(Run query) button
Now we are going to filter the information to display only orders for
the Bulbs product. Type “Bulbs” in the Criterio box of the Product
column.
6. Run the query and check the result. The program will show all the
bulb orders made by customers.
7. Add one more criterion to the query design without deleting the last
one. Type “>3” in the same criteria row for the Units field and run the
new query (Figure 21). The result shows all bulb orders of more than
Fig. 21
3 units.
8. Now, if we want the query to display bulb orders or orders of more
than 3 units, we can delete the text “Bulbs” in the criteria line and
write it below in the o line, as shown in Figure 22.
9. Save the query with the name Miscellaneous orders.
Fig. 22

Office software
2
Practical 6. Forms and reports in Base

Exercise
1. Creating forms
We are going to create a form in the Order management 2 database to
manage customer data.
1. Open the Order management 2.odb database in your usual work-
ing folder and go to the Formularios section.
2. Click on the Usar el asistente para crear un formulario option.
3. Select the Customers table and select all fields (Figure 23). The differ-
ence between Base and Access is that we do not need to keep adding
more tables now because Base will ask us this in the next step. Click
on Siguiente.
4. Uncheck the Agregar subformulario cell and click on Siguiente. Fig. 23
5. In the step for organising the control fields, you need to choose the
distribution of the main form. Select the option on the right (En blo-
ques - Etiquetas arriba) and click on Siguiente.
6. We want to use all the capabilities of the form so keep the El formu-
lario mostrará todos los datos option checked. Click on Siguiente.
7. Apply a style (for example, Azul brillante) and type of border (for
example, 3D) to the field. Click on Siguiente.
8. Save the form with the name Customers and click on Finalizar.
When you double-click on the form you have created, the one in Fig-
ure 25 should appear.
Fig. 24
Fig. 25
Exercise
2. Creating reports
We are going to create a simple report to list the products in the database.
1. Select the Informes tab of the Order management 2 database and
click on the option Usar el asistente para crear un informe.
2. In the first step, select the Products table, include all of its fields and
click on Siguiente.
3. In the next step, since we do not want to group anything, click on
Siguiente.
4. Sort the report by the Product field and click on Siguiente.
5. Choose the Tabular distribution and click on Siguiente.
Fig. 26
6. Name the report List of products and click on Finalizar.

Office software
Practical 7. Creating forms with Google

We are going to use the Google Drive Forms application. A form is a tool
that lets us ask multiple users about different items. The information is
automatically collected from users on our Drive as a spreadsheet. We can
then analyse the data using this spreadsheet (calculate averages, view
comments, etc.). It is also possible to access these forms from any device
Aplicaciones de Google
connected to the Internet and share them so that other people can view
them or several users can work on them at the same time.
1. In your Gmail account, click on Google apps (in the top right-hand
menu) and select Drive from the drop-down menu (Figure 27). Drop
Fig. 27
down the New menu and choose Forms. We are going to create a
form to evaluate your classmates’ habits when it comes to using elec-
tronic devices.
2. Give the form the title “Device Usage Habits” as shown in Figure 29.
3. Click on the Add question button (shown in the figure) and write
question number 1: “How many electronic devices do you have?”.
4. In option 1, enter “One”. Click on Add option and add the second
option by typing “Two”. Click on Add option again and add the last
option by typing “More than two” (Figure 30).
Fig. 28
Fig. 30
Fig. 29 5. Click again on the Add question button and write question number
2: “How many hours a day do you spend using these devices?”.
6. In option 1, enter “One or less”. Click on Add option and add the sec-
ond option by typing “Two”. Click on Add option again and add the
last option by typing “Three or more”.
7. Think of five more questions related to this topic that you can collect
information on to obtain results and draw conclusions. Remember
that you can add images to your form. The last question should be
Fig. 31 a Short answer one to allow the respondents to express their opin-
ions.
8. Share the form with three classmates by clicking on the Send option.
9. Once they have answered, go back to the form and select the Re-
sponses option. You will see that charts have been created in addi-
tion to the responses. You have the option of creating a spreadsheet,
which will be automatically saved to your Drive.
10. Study the data and write your conclusions in a text file with the name
P7_namesurname.
11. Share the form with your teacher if you are asked to.
Fig. 32

Office software
Extend your knowledge
2
Extension 1. Improving projects, newsletters, brochures, etc.

Choose one of these three layout proposals:
1. A project called “The Future: Big Data and the Internet of Things” with information that
you find on the Internet.
2. A newsletter entitled “The Ten Computer Inventions that Changed the World”.
3. An informative brochure entitled “Smart Cities: Masdar, the Eco-Smart City under Con
struction”.
Create it in a text document that you have made to look as professional as possible using
what you have learned in this unit and the tips in the “Learn” section. Follow these guide-
lines:
•• Choose a colour for the cover page that ties in with your work. Design and put some
effort into what goes inside: if you have chosen a colour, you can use it in all the titles
and subtitles, tables, etc.
•• Insert a header with your name and the title of your work using a smaller font size than
the main body. Do not forget to number the pages.
•• To arrange the text and images and make sure that everything stays in the correct
place, you can insert tables and then hide the borders.
•• Check and improve the images. Have you added any? Are they all good quality? Do
they look good?
Save the file with the name X1_namesurname.
Extension 2. Presentations with design

Create a presentation on one of the three topics proposed in the previous exercise. Keep in
mind these recommendations:
•• The audience should immediately see that the presentation and all its slides represent
the chosen topic.
•• All the slides should share the same design, which should be customised. To do this,
search for similar images.
•• Remember: use one slide for each idea.
•• Your presentation should contain 6 to 10 slides.
Save the file with the name X2_namesurname.
Extension 3. Making an inventory of the computer room

Look around you and take note of everything you see: computers, displays, chairs, tables,
whiteboard, routers, cabinets, etc.). Use a spreadsheet to make a detailed inventory of the
computer room. Now estimate the unit price of each object and calculate the total value of
the room. Organise the information and think about the rows and columns you need. Save
the workbook with the name X3_namesurname.
Extension 4. Creating a database of the computer room

Based on the information in the previous exercise, create a database that contains all the
objects in your computer room. Think about how to organise the information, which fields
are of interest and/or necessary, etc. Select a key field. Once you have created the data-
base, run a query to display all the objects bought in a given year (you can estimate or
invent the dates of purchase). Save the database with the name X4_namesurname.

Office software
2 Review
UNIT SUMMARY
 Word processors
 A word processor is an application used to create and process documents. The most popular ones are Word (Microsoft),
Writer (there are two versions: LibreOffice and OpenOffice), WordPerfect (Corel), NotePad, WordPad, PDF Writer (Adobe),
etc.
 The Microsoft Office window has a ribbon with customisable tabs. The different options in each tab are organised into
related groups.
 Useful keyboard shortcuts include:
Ctrl + C Copy Ctrl + B Search Shift + F3 Change uppercase/lowercase
Ctrl + X Cut Ctrl + Z Undo Ctrl + clic Selection of individual items
Ctrl + V Paste Ctrl + Y Redo Shift + clic Selection of a range
 The formats of typical files are: .docx (extension used by Microsoft Word since version 2007; previously, it was .doc), .odt
(extension of LibreOffice and OpenOffice text documents) and .rtf (universal text format that allows the user to open the
document with any word processor).
 Presentations
 A presentation is a sequence of slides with a specific duration, created to express and communicate a theme, project or
idea using a structured and schematic approach.
 The formats of typical files are: .pptx (extension used by Microsoft PowerPoint since version 2007; previously, it was .ppt)
and .odp (extension of LibreOffice and OpenOffice presentations).
 Spreadsheets
 Spreadsheet applications are used to perform mathematical operations, work with numerical data, do complex
calculations with formulae and functions, and create charts.
 Spreadsheet files are called workbooks and they contain sheets.
 A cell is the box created by the intersection of a row and a column.
 The types of data that can be entered in a spreadsheet are: text, numbers (integers, decimals, currencies, etc.), dates (in
different formats: 1-12-03, 01/12/03, etc.), times (formats 8:30, 20:30:00, etc.), formulas and functions.
 The formula bar is the space where we can enter information in the selected cell.
 The fill handle is a little square that appears in the lower right-hand corner of a cell (or selected range) and is used to
autocomplete contiguous cells.
 A range is a set of contiguous cells in a worksheet.
 The formats of typical files are: .xlsx (extension used by Microsoft Excel since version 2007; previously, it was .xls) and
.ods (extension of LibreOffice and OpenOffice spreadsheets).
 Database managers
 A database is a set of organised and related data on a given topic. Computer programs designed to handle databases are
called database managers.
 The basic database elements are tables, queries, forms and reports. We use computers to access information stored in
tables, add data to them using forms or find it using queries. A report displays the data on the screen so that we can
then print it off.
 The records contain information about the subject or element. For example, in a table of students, a record is all the
information on a single student.
 A field is a category or characteristic common to all the records. For example, in the table of students, the name would be
a field, the telephone number would be another one, etc. The field key is a unique field that is not repeated and allows us
to uniquely identify a record; for example, a person’s ID card number or a car registration plate.
 The formats of typical files are: .accdb (extension used by Microsoft Access since version 2007; previously, it was .mdb)
and .odb (extension of LibreOffice and OpenOffice databases).

Office software
Review
2
COMPREHENSION ACTIVITIES
When you have completed the topic, do the following exercises. You can complete them online by going to the relevant
unit on the publisher’s website (www.editorialdonostiarra.com) and hand them in as PDFs.
 Word processors
1.  What is a keyboard shortcut? Find out what these shortcuts do: Ctrl + Z, Ctrl + V, Ctrl + +, Ctrl + Shift + 0.
2.  Explain what the following word processor tools are used for: tabulation, table of contents, capital letter, bullet, merge
cells.
3.  Describe the different types of indents (sangrías) and explain the differences between them.
4.  In relation to Practical 5, explain how we can create a table of contents automatically.
5.  In relation to Practical 7 and Practical 8, explain what a justified text is and what the Combinar option is used for.
 Presentations
1.  Define the following concepts: portable presentation, animation, transition.
2.  Describe the basic rules of how a presentation should look.
3.  In relation to Practical 2, describe the different statistics charts.
4.  In relation to Practical 4, explain the difference between an animation effect and a transition effect.
5.  In relation to Practical 5, explain what data labels are used for and what options we have for using them.
 Spreadsheets
1.  What is the name given to spreadsheet files? How are they divided?
2.  How do we insert a line break in Excel? How do we do the same in Calc?
3.  Identify the following error messages in Excel:
a) # # # # # # b) #DIV/0!
4.  In relation to Practical 4, explain what a scatter chart is. What other types of charts can we use? Name at least three.
5.  In relation to Practical 5, describe the operation that this function performs: =PRODUCTO(C3;POTENCIA(A6;2))
 Database managers
1.  Define the following database concepts: table, form, query, report.
2.  Explain what a record and a field are in a database table.
3.  Explain what a key field in a database table is used for.
4.  Create a table with the names of the programs that we have seen in this unit and the extensions of the files that we
can create in each.
5.  Explain the main differences between a spreadsheet and a database. Give an example of how each one is used. How
are they similar?
6.  In relation to Practical 1, explain how we set the key field.
7.  In relation to Practical 5, explain why we must define relationships between tables.

Office software
2 Review
MULTIMEDIA ACTIVITIES
When you have studied the topic, test your knowledge by doing the following online exercises, which you can find in the
relevant unit on the publisher’s website (www.editorialdonostiarra.com). You can hand them in as PDFs.
1. Word processors test

Open exercise Unit02 01 Word processors test in Unit 2 of the virtual CD and test your
knowledge.
There is only one correct answer to each question.
Once you have finished, you can print the test as a PDF and give it to your teacher with the
mark you obtained.
2. Presentations test
Open exercise Unit02 02 Presentations test in Unit 2 of the virtual CD and test your
knowledge.
mark you obtained.
3. Spreadsheets test
Open exercise Unit02 03 Spreadsheets test in Unit 2 of the virtual CD and test your
knowledge.
mark you obtained.
4. Database managers test

Open exercise Unit02 04 Database managers test in Unit 2 of the virtual CD and test your
knowledge.
mark you obtained.

Office software
Review
2
MOBILE APPS
 An office suite on your mobile device: WPS Office

There are many free office applications for Android and iPhone mobile devices. Examples include
Google’s G Suite, Polaris Office or WPS Office. For this exercise, we will use WPS Office.
1. Install the WPS Office app on your mobile device.
2. Open the app. Press the + button to display the menu for creating text documents, presen-
tations and spreadsheets.
3. Create a text document with a cover page entitled “Art Museums” and list the museums in
Practical 5 (pages 60-61). Change the colour and format of the text and write a short paragraph
describing each museum. Save the document with the name App_1_namesurname.
4. Create a presentation in the style of the museums practical. You can import the images that
you used in the presentation or take pictures of a museum or use any representative picture.
Save the presentation with the name App_2_namesurname.
5. Create a spreadsheet in the style of the same practical, but this time on another topic; create
a chart in your spreadsheet like the one in Figure 25 (page 61). Save the spreadsheet with the
name App_3_namesurname.
ONLINE ACTIVITIES
 Creating online forms
1. Go to www.typeform.com.
2. Click on How can I use Typeform and try to work out what this website does and what you
can do with it.
3. Click on Get started now and start creating your form.
4. Click on Create a new typeform and then on Use a template.
5. Choose the Suggestion box template.
6. You can see what the form looks like in this window, or you can edit the template by clicking
on Use this template.
7. Modify the questions to your liking. Follow the steps indicated: Build, Design, Configure, etc.
8. To finish, click on Save account and enter the required data.
 Creating online surveys

1. Go to doodle.com.
2. After doing some research, create a survey to help plan your exams for this term based on the
availability of your teacher and the preferences of all the students.
ON THE INTERNET: USEFUL ADDRESSES

www.aulaclic.es Comprehensive website with computer courses and tutorials.
recursostic.educacion.es/observatorio/web Educational website of the Instituto Nacional de Tecnologías Educativas y de
Formación del Profesorado (INTEF), featuring a wide range of resources.
es.libreoffice.org Official LibreOffice website with tutorials and manuals, as well as the official download.
isa.uniovi.es/docencia/SIGC Fantastic website of the Department of Management and Control Information Systems of the
University of Oviedo, featuring a wide range of materials.

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Office

1. Organisation, design and production 4. Presentations

42 Information and Communication Technologies - 4º ESO - Editorial Donostiarra

1. Organisation, design and production of digital information

2. Presenting your work: practical tips

1. The cover page is essential

2. Do not forget the table of contents and bibliography/webography

3. Design and make an effort with the contents

Information and Communication Technologies - 4º ESO - Editorial Donostiarra 43

opens the establece el

44 Information and Communication Technologies - 4º ESO - Editorial Donostiarra

Information and Communication Technologies - 4º ESO - Editorial Donostiarra 45

Practical 1. Making text more readable (formatting)

46 Information and Communication Technologies - 4º ESO - Editorial Donostiarra

Practical 2. Creating neater paragraphs

Information and Communication Technologies - 4º ESO - Editorial Donostiarra 47

Practical 3. Creating tables and inserting images

48 Information and Communication Technologies - 4º ESO - Editorial Donostiarra

Practical 4. Cover page, numbering, headers and footers

1. To add a header and footer to your document, go to Insertar / Enca-

Information and Communication Technologies - 4º ESO - Editorial Donostiarra 49

Practical 5. Making text more readable in Writer (v. 6.2.1)

Practical 6. Inserting images

make the image smaller. Fig. 37

Information and Communication Technologies - 4º ESO - Editorial Donostiarra 51

Practical 7. Spellchecker, columns

Practical 8. Creating tables

52 Information and Communication Technologies - 4º ESO - Editorial Donostiarra

Practical 9. Creating and sharing documents with Google Drive

3. Go to File / Open / Upload and select the file P9_Sports.odt in

Information and Communication Technologies - 4º ESO - Editorial Donostiarra 53

54 Information and Communication Technologies - 4º ESO - Editorial Donostiarra

Practical 1. Creating presentations in PowerPoint

Practical 2. Including statistics charts

Information and Communication Technologies - 4º ESO - Editorial Donostiarra 57

Practical 3. Including the other slides

58 Information and Communication Technologies - 4º ESO - Editorial Donostiarra

Practical 4. Adding effects

Information and Communication Technologies - 4º ESO - Editorial Donostiarra 59

Practical 5. Impress presentation

60 Information and Communication Technologies - 4º ESO - Editorial Donostiarra

Information and Communication Technologies - 4º ESO - Editorial Donostiarra 61

Practical 6. Online presentations: Prezi and SlideShare

Practical 7. Creating presentations with Google

Information and Communication Technologies - 4º ESO - Editorial Donostiarra 63

sheets horizontal scroll

64 Information and Communication Technologies - 4º ESO - Editorial Donostiarra

When working with spreadsheets, we must remember that:

horizontal scroll bar

Fig. 2. Calc environment

A2:C2 B3:B7 E2:G10

Information and Communication Technologies - 4º ESO - Editorial Donostiarra 65

A formula is a mathematical expression that uses arithmetic operators to calculate results

indicator of the start of a formula operator

=PROMEDIO(B2:B4)*E4 reference to a cell

function function argument

Fig. 3. Relative reference

Fig. 4. Absolute reference •• Type it directly in the formula bar.

66 Information and Communication Technologies - 4º ESO - Editorial Donostiarra

title of the chart elements of the type of chart (can be bars,

legend (text Fig. 5. Bar chart

Fig. 6. Pie chart

X-axis or horizontal axis