IT 101 Chapter 4

Introduction to Application Software
Application Software
With the proper software, a computer is a valuable tool. Software allows users to create
letters, reports, and other documents; design Web pages and diagrams; draw images;
enhance audio and video clips; prepare taxes; play games; compose e-mail messages
and instant messages; and much more. To accomplish these and many other tasks, users
work with application software. Application software consists of programs designed to
make users more productive and/or assist them with personal tasks.
Application software has a variety of uses:
1. To make business activities more efficient

2. To assist with graphics and multimedia projects.
3. To support home, personal, and educational tasks
4. To facilitate communications
Application software is available in a variety of forms: packaged, custom, Web-based,
open source, shareware, freeware, and public domain.
 Packaged software is mass-produced, copyrighted retail software that
meets the needs of a wide variety of users, not just a single user or
company. Word processing software is an example of packaged software.
Packaged software is available in retail stores or on the Web.
 Custom software performs functions specific to a business or industry.
Sometimes a company cannot find packaged software that meets its
unique requirements. In this case, the company may use programmers to
develop tailor-made custom software.
 Application software is available in a variety of forms: packaged, custom, Web-
based, open source, shareware, freeware, and public domain.
 Web-based software refers to programs hosted by a Web site. Users
access and interact with Web-based software from any computer or
device that is connected to the Internet. Examples of Web-based software
include e-mail, word processing, and game programs.
 Open source software is software provided for use, modification, and
redistribution. This software has no restrictions from the copyright holder
regarding modification of the software’s internal instructions and
redistribution of the software. Open source software usually can be
downloaded from the Internet, sometimes at no cost.
This module is a property of Saint Joseph Institute of Technology (SJIT). The term module refers to an instructional material that focuses on a specific course. Details and
activities vary according to specific content and focus on student-centered learning activities.
No part of this module may be reproduced or transmitted in any form or any means without approval of the CEO/President.
 Shareware is copyrighted software that is distributed at no cost for a trial
period. To use a shareware program beyond that period, you send
payment to the program developer.
 Application software is available in a variety of forms: packaged, custom, Web-
based, open source, shareware, freeware, and public domain.
 Freeware is copyrighted software provided at no cost to a user by an
individual or a company that retains all rights to the software.
 Public-domain software has been donated for public use and has no
copyright restrictions. Anyone can copy or distribute public-domain
software to others at no cost.
 The desktop is an on-screen work area that has a graphical user interface
 An icon is a small image displayed on the screen that represents a program, a
document, or some other object.
 A button is a graphical element that you activate to cause a specific action to
take place. One way to activate a button is to click it.
 To click a button on the screen requires moving the pointer to the button and
then pressing and releasing a button on the mouse (usually the left mouse
button).
 The pointer is a small symbol displayed on the screen that moves as you move
the mouse. Common pointer shapes are an I-beam (⌶), a block arrow ( ), and a
pointing hand ( ).
 A menu contains a list of commands from which you make selections.
 A command is an instruction that causes a program to perform a specific action.
 A window is a rectangular area of the screen that displays data and information.
The top of a window has a title bar, which is a horizontal space that contains the
window’s name. With the program loaded, you can create a new file or open an
existing one.
 A file is a named collection of stored data, instructions, or information. A file can
contain text, images, audio, and video. To distinguish among various files, each
file has a file name.
 A file extension (or simply "extension") is the suffix at the end of
a filename that indicates what type of file it is. The file extension helps
an operating system, like Windows or macOS, determine which program
on your computer the file is associated with.
File Extension Sample
File Extension File Extension Meaning
.apk Android package file

.bat Batch file
.bin Binary file
.cgi Common Gateway Interface Script
.com MS-DOS command file
.exe Executable file
.jar Java Archive file
.py Python file
.ppt PowerPoint presentation
.pptx PowerPoint Open XML presentation
Categories of Application Software
BUSINESS SOFTWARE
Business software is application software that assists people in becoming more
effective and efficient while performing their daily business activities. Business software
includes programs such as word processing, spreadsheet, database, presentation
graphics, note taking, personal information manager software, PDA business software,
software suites, project management, accounting, document management, and
enterprise computing software. Figure 3-4 lists popular programs for each of these
categories.
Developing a Document
With application software, such as word processing, users create, edit, format, save,
and print documents. When you create a document, you enter text or numbers, insert
images, and perform other tasks using an input device such as a keyboard, mouse, or
digital pen. If you are using Microsoft Office Word 2007 to design a flyer, for example,
you are creating a document.
 To edit a document means to make changes to its existing content. Common
editing tasks include inserting, deleting, cutting, copying, and pasting. Inserting
text involves adding text to a document. Deleting text means that you are
removing text or other content.
 When users format a document, they change its appearance. Formatting is
important because the overall look of a document significantly can affect its
ability to communicate clearly. Examples of formatting tasks are changing the
font, font size, or font style of text.
 A font is a name assigned to a specific design of characters. Times New Roman
and Arial are examples of fonts. Font size indicates the size of the characters in a
particular font.
 Font size is gauged by a measurement system called points. A single point is
about 1/72 of an inch in height. The text you are reading in this book is about 10
point. Thus, each character is about 5/36 (10/72) of an inch in height.
 A font style adds emphasis to a font. Bold, italic, and underline are examples of
font styles.
 During the process of creating, editing, and formatting a document, the computer
holds it in memory. To keep the document for future use requires that you save it.
When you save a document, the computer transfers the document from memory
to a storage medium such as a USB flash drive, hard disk, or CD. Once saved, a
document is stored permanently as a file on the storage medium.
GRAPHICS AND MULTIMEDIA SOFTWARE
 In addition to business software, many people work with software designed
specifically for their field of work. Power users such as engineers, architects,
desktop publishers, and graphic artists often use sophisticated software that allows
them to work with graphics and multimedia. This software includes computer-aided
design, desktop publishing, paint/image editing, photo editing, video and audio
editing, multimedia authoring, and Web page authoring.
SOFTWARE FOR HOME, PERSONAL, AND EDUCATIONAL USE
A large amount of application software is designed specifically for home, personal, and
educational use.
APPLICATION SOFTWARE FOR COMMUNICATIONS

One of the main reasons people use computers is to communicate and share
information with others. Some communications software is considered system software
because it works with hardware and transmission media. Other communications
software performs specific tasks for users, and thus, is considered application software
POPULAR UTILITY PROGRAMS

Utility programs are considered system software because they assist a user with
controlling or maintaining the operation of a computer, its devices, or its software. Utility
programs typically offer features that provide an environment conducive to successful use
of application software. One of the more important utility programs protects a computer
against viruses. A computer virus is a potentially damaging computer program that
affects, or infects, a computer negatively by altering the way the computer works without
the user’s knowledge or permission.
Introduction to MS Word
 Microsoft Word is one of the most popular software programs in the world, used by millions of
office workers, students and home users to create, read and edit documents. Many people
don't use all the features of MS Word because not all of them are necessary for every user. It
can be useful to familiarize yourself with the basic features and characteristics of MS Word,
even if you don't need them all immediately, in case they ever come in handy.
 Microsoft Word is a word processor, which means that it's designed primarily for text-based
documents. These can be business reports, student papers, informal notes from a call or a
lecture, or letters to friends and relatives.
Shortcut Keys in MS Word
 Word also has loads of keyboard combos for applying character formatting (and
paragraph formatting, but that’s covered in the next section. You can use the
shortcuts to apply formatting to selected text or to whatever you type next if no text
is selected.
 Ctrl+B: Apple bold formatting
 Ctrl+I: Apply italic formatting
 Ctrl+U: Apply underline formatting
 Ctrl+Shift+W: Apply underline formatting to words, but not the spaces
between words
 Ctrl+Shift+D: Apply double underline formatting
 Ctrl+N: Create a new document
 Ctrl+O: Open an existing document
 Ctrl+S: Save a document
 Ctrl+W: Close a document
 Ctrl+Z: Undo an action
 Ctrl+Y: Redo an action
 Ctrl+A: Select the entire document
 Backspace: Delete one character to the left
 Ctrl+Backspace: Delete one word to the left
 Delete: Delete one character to the right
 Ctrl+Delete: Delete one word to the right
 Ctrl+C: Copy or graphics to the Clipboard text
 Ctrl+X: Cut selected text or graphics to the Clipboard
 Ctrl+V: Paste the Clipboard contents
 Ctrl+D: Open the Font dialog box
 Ctrl+Shift+< or >: Decrease or increase font size one preset size at a time
 Ctrl+[ or ]: Decrease or increase font size one point at a time
 Ctrl+=: Apply subscript formatting
 Ctrl+Shift+Plus key: Apply superscript formatting
 Ctrl+Shift+A: Formats all letters as uppercase
 Ctrl+Shift+K: Formats all letters as lowercase
 Ctrl+Shift+C: Copies the character formatting of a selection
 Ctrl+Shift+V: Pastes formatting onto selected text
 Ctrl+Space: Removes all manual character formatting from a selection
 Ctrl+E: Center a paragraph
 Ctrl+L: Left-align a paragraph
 Ctrl+R: Right-align a paragraph
 Ctrl+J: Justify a paragraph
Formatting Microsoft Word Documents

Selecting Text
You need to select text to be able to apply formatting to that text. Among the ways to
select text:
 Click and drag with your mouse.
 Double-click a word to select the word.
 Triple-click in a paragraph to select the paragraph.
 Click and drag in the document's Selection Area in the left margin.
Selecting Fonts
The Font group is located on the Home tab.
The most commonly used commands in the Font group are:
1. Font. Choose between a wide selection of fonts.
2. Font Size. Change the size of your text.
3. Bold. Bold your text.
4. Italic. Italicize your text.
5. Underline. Underline your text.
6. Strikethrough. Strikethrough your text.
7. Text Highlight Color. Highlight your text.
8. Font Color. Change the color of your text.
9. Clear All Formatting. Clear all formatting in the selection and return the text to its
default.
Clear Existing Formatting
You can clear the formatting in a document by selecting the section you want to clear (or
press Ctrl+A) to
select the entire document), and from the Home tab in the Font group, select Clear All
Formatting.
Set Indentation
You can set indentation in your document using the Paragraph dialog box.
To set indentation:
1. On the Home tab, select the Paragraph group Dialog Box Launcher.
2. In the Paragraph dialog box, set the options in the Indentation section and
click OK.
Change Text to WordArt
You can quickly and easily add visual appeal to Word text using WordArt.
To change text to WordArt:
1. Select the text you want to convert to WordArt.
2. From the Insert tab, in the Text group, select WordArt
.
3. Select an option from the drop-down list.
Insert Special Characters
You can insert special characters in your Word documents. To insert a special
character:
1. Click in your document where you want to insert the character.
2. Select the Insert tab, and from the Symbols group, select the Symbol drop-down
list.
3. Select a displayed symbol, or click More Symbols to view all of the available
characters.
4. Select the character you want to insert using the Symbols and Special
Characters tabs, and click Insert to insert it into you document.
Working with Lists

The list commands are located on the Paragraph group of the Home tab.
1. Click the left side of the Bullets command

2. Begin typing.
3. Press the Enter key to add additional bullets.
4. Press the Enter key twice to get out of list mode.
To add a numbered list to a Microsoft Word document:
1. Click the left side of the Numbering command:
2. Begin typing.
3. Press the Enter key to add additional numbers.
4. Press the Enter key twice to get out of list mode.
To change the type of list in your document:

1. Select all the entries in your list.
2. Click the left side of either the Bullet or Numbering command.
3. Click outside the list to deselect it.
Creating Custom Bullets

You can create custom bullets in a list in Word:
1. From the Home tab, in the Paragraph group, select the Bullets drop-down list.
2. Select Define New Bullet.
3. Select a bullet character and alignment options, and click OK
4. The custom bullet is inserted.
Modifying List Indentation

To modify a list's indentation:
1. Select the list.
2. From the Home tab, in the Paragraph group, select the Decrease
Indent or Increase Indent option.
Modifying Line Spacing in a List
To modify line spacing in a list:
1. Select the list.
2. From the Home tab, in the Paragraph group, select the Line and Character
Spacing drop-down list.
3. Select an option.
Increasing and Decreasing List Levels

To increase and decrease list levels:
1. Select the list.
2. From the Home tab, in the Paragraph group, select the Multilevel List drop-
down list.
3. Select an option for the list level.
Modifying List Numbering: Restarting and Continuing

To modify the numbering in a list (for example, to start a list at number 3 instead of
number 1, the default, because you are restarting or continuing a previous list):
1. Within the list, from
the Home tab, in
the Paragraph group, select
the Numbering drop-down list.
2. Select Set Numbering Value.
3. In the Set Numbering Value dialog box, in the Set value to section, select a
number and click OK.
Inserting a Hyperlink in a Document

You can insert a hyperlink in a Word document. The hyperlink can link to a web page,
document, file, e-mail address, or even a place in the document or a different document.
To add a hyperlink in a document:
1. Highlight the text you want to serve as the link.
2. From the Insert tab of the Ribbon, in the Links group, select Link.
3. In the Insert Hyperlink dialog box, select what to link to. If you are inserting a web
page link, type or copy the website's URL in the Address text box. Click OK.
4. The link will now appear blue and underlined in the document.
Using Styles
The Styles commands are located on the Home tab
About Styles
Styles in Microsoft Word are sets of formatting instructions. There are three reasons to
use Styles:
1. Save time. Applying a style is faster than applying multiple formats (bold, italic,
color, font, font size, etc.), especially if you need to do so repeatedly.
2. Consistency. Applying styles makes it easy to use consistent formatting
throughout your document.
3. Advanced Features of Word Rely on Styles. Advanced features of Microsoft
Word, such as adding a table of contents to your document, rely on styles.
There are two types of styles:
1. Paragraph Styles. Paragraph styles apply to the whole paragraph.
2. Character Styles. Character styles apply to a set of characters (usually a word or
phrase, but can be individual characters) within a paragraph.
Applying Paragraph Styles
To apply a paragraph style in Microsoft Word:
1. Place your cursor within the paragraph to which you wish to apply a paragraph
style.
2. Select the style from the Styles group on the Home tab.
Applying Character Styles

To apply a character style in Microsoft Word:
1. Select the text to which you wish to apply a character style.
2. Select the style from the Styles group on the Home tab.
Using the Ruler

The Ruler in Microsoft Word can be used to see and control page margins, paragraph
indents, and more. To view the Ruler, check it in the Show group on the View tab.
Note the following items on the Ruler:

1. First Line Indent. Used to indent the first line of a paragraph.
2. Hanging Indent. Used to indent the second and subsequent lines of a
paragraph.
3. Left Indent. Sets the left margin for the paragraph, as opposed to for the whole
document.
4. Right Indent. Sets the right margin for the paragraph, as opposed to for the
whole document.
5. Tab Control. Used to add various tabs to the Ruler, for indenting, centering, and
otherwise consistently managing text within a paragraph or document.
Setting Margins
To set margins in Microsoft Word:
1. From the File menu, select Print.
Select Normal Margins.

Note that Normal is highlighted as by default all margins are set to one inch. However,
other options are available, including the option to set your own Custom Margins
To choose a different existing option, select one of the available options:

Click the File menu again or press the Escape key to get back to your document.
To set your own margins:
1. Select Custom Margins.
2. Set your top, left, bottom and right margins:
1. Set the gutter and gutter position if desired. The gutter is used to create extra
space for documents you intend to bind. The gutter position can be set to Left or
Top.
2. Click OK.
3. Click the File menu again or press Escape to get back to your document.
To access more page setup options, select the Layout tab of the Ribbon and then use
the Page Setup group.
Here, you can set options for page orientation, page size, and so on. You can also work
with margins from this group.
Assessment
Hands-On Exercise: Working with Fonts
In this exercise, you will change the font, text size, effects, and color of the text in the
thank you letter you created in a prior exercise.
Letter Writing: Create an application letter, see to it to include all the basic parts of writing
a letter. Then apply the following formatting:
 Bold your name and increase the text size to 20.
 Italicize your address.
 Change the text color of the date to red.
 Underline the greeting line.
 Add a Text Effect to "Sincerely" (or whatever closing text is in your letter).
MS Excel
 Microsoft Excel is a software program produced by Microsoft that allows users to organize, format
and calculate data with formulas using a spreadsheet system. This software is part of the Microsoft
Office suite and is compatible with other applications in the Office suite.
 Excel is a commercial spreadsheet application produced and distributed by Microsoft for Microsoft
Windows and Mac OS. It features the ability to perform basic calculations, use graphing tools,
create pivot tables and create macros.
 Excel has the same basic features as all spreadsheet applications, which use a collection of cells
arranged into rows and columns to organize and manipulate data. They can also display data as
charts, histograms and line graphs.
Familiarization with the Excel workspace.
 Spreadsheets are displayed in a grid layout.
 Column headings =letters
 To highlight an entire Column, click on any of the letters.
 Numbers = rows
 The exact number of rows and columns are 1,048,576 rows and 16,384
columns.
 A Cell is a letter combined with a number. So if you combine the B column with
Row 5, you get Cell B5.
Workbooks and worksheets

 Workbook: A workbook is another word for your Excel file. Excel automatically
creates a blank workbook when you open it.
 A worksheet is a collection of cells where you keep and manipulate the data. By
default, each Excel workbook contains three worksheets.
 When you open Excel, Excel automatically selects Sheet1 for you. The
name of the worksheet appears on its sheet tab at the bottom of the
document window.
Managing worksheets
 Rename a Worksheet
 By default, the worksheets are named Sheet1, Sheet2 and Sheet3. To
give a worksheet a more specific name, execute the following steps.
 1. Right click on the sheet tab of Sheet1.
 2. Choose Rename.
 Insert
 Move
 Rename
 Delete
How to Enter Text and Numbers in a Cell

 To make a start, we'll create this really simple spreadsheet:
 Type the word: Numbers
 Hit the Enter key on your keyboard
 The active cell will move down one, to cell A2
 Type the number 3, and again hit the Enter key on your keyboard
Data types
 Text
 Numbers
 Apply a number format
 To distinguish between different types of numbers, add a format, like
currency, percentages, or dates.
 Select the cells that have numbers you want to format.
 Click the Home tab, and then click the arrow in the General box.
 Pick a number format.
Auto complete, auto fill and auto correct

 When you can see the AutoFill cursor, hold down your left mouse button and
drag to the right
 Drag your mouse all the way to cell H3, as in the following image:
 When your cursor is in the H3 cell, let go of the left mouse button
 Excel will now complete the days of the week:
On the Home tab, in the Alignment group, center the number.
Text editing
 On the Home
tab, in the Font
group, change
the Font color.
Formatting
 cell merging: Home - Alignment - Merge and Center
 Orientation - Alignment
 Top Align
 Align Text Left
 Orientation then select the rotation option that you want.
 To wrap the text in a cell, click Wrap Text.
 Justify the text in a cell, on the Alignment tab, click the drop-down box
under Horizontal, and then click Justify.
Column and row fitting.
 Home - Cells group, click Format
 Cell Size, click AutoFit Column Width
 Select the row or rows that you want to change.
 On the Home tab, in the Cells group, click Format.
 Under Cell Size, click AutoFit Row Height.
Freeze, hide and split columns/rows (the Window menu)

 Freeze Top Row: View -Freeze Panes, Freeze Top Row.
 Split
Insert, Delete Rows, Columns

 Home- Cells - Insert, - Insert Sheet Rows.
 Home - Cells - Delete:
 Delete Cells.
 Delete Sheet Rows.
 If you are deleting a cell or a range of cells, in the Delete dialog box, click Shift
cells left, Shift cells up, Entire row, or Entire column.
 If you are deleting rows or columns, other rows or columns automatically shift up
or to the left.
Sort, Filter
• Data - Sort & Filter panel, click Sort
• Filter
Charts
 A chart, or graph, is a visual representation of a set of data
 Select the data source with the range of data you want to chart
 In the Charts group on the Insert tab, click a chart type, and then click a chart
subtype in the Chart gallery
 In the Location group on the Chart Tools Design tab, click the Move Chart button
to place the chart in a chart sheet or embed it into a worksheet
Selecting a Data Source

 The data source is the range that contains the data you want to display in the chart
 Data series
 Series name
 Series values
 Category values
Moving and Resizing Charts
 By default, a chart is inserted as an embedded chart, which means the chart is
placed in a worksheet next to its data source
 You can also place a chart in a chart sheet
 In the Location group on the Chart Tools Design tab, click the Move Chart button
Format your Chart

 Layout options are on the Design tab still, on the far left, just under the File menu:
 Click Add Chart Element to see the following drop down list:
Types of data
 In each cell there may be the following data types:
 Labels -- (text with no numerical value)
 Number data (constant values)
 Formulas (mathematical equation used to calculate)
Basic formulas
 Formulas are math equations that CALCULATE a value to be displayed.
 You must have an equals sign ( = ) as the first character in a cell that contains a
formula.
 The = sign tells excel that the contents of the cell is a formula
 Without the = sign, the formula will not calculate anything. It will simply display the
text of the formula.
Explicit values and cell references

You can use both explicit values and cell references in a formula:
 Formula with only cell references: =a1*b1
 Formula with only literal values: =100/27
 Formula with both cell references and literal values:
=a1/100
Absolute and Relative References

 By default, all cell references are relative references.
 When copied across multiple cells, they change based on the relative position of
rows and columns.
 For example, if you copy the formula =A1+B1 from row 1 to row 2, the formula
will become =A2+B2.
 Relative references are especially convenient whenever you need to repeat the
same calculation across multiple rows or columns.
Absolute references
 There may be times when you do not want a cell reference to change when filling
cells.
 Absolute references do not change when copied or filled.
 You can use an absolute reference to refer to the same cell.
 An absolute reference is signed by the dollar sign.
($)
Basic Math Functions

 Multiply, divide, add and subtract.
Change the case of text

 Unlike Microsoft Word, Microsoft Excel doesn't have a Change Case button for
changing capitalization.
 However, you can use the UPPER, LOWER, or PROPER functions to
automatically change the case of existing text to uppercase, lowercase, or proper
case.
Conditional Formatting
 Colour Scales - More Rules
 Clear Rules – From entire sheet
 Format only cells that contain…
 Less than 50
 Format button.
 Fill tab and choose a colour.
Functions
 A formula is an expression which calculates the value of a cell.
 Functions are predefined formulas and are already available in Excel.
 Most often used functions:
 SUM
 AVERAGE
 COUNT
 MAX, MIN
Entering a Function 1.
 Next to the formula bar, you'll see
an FX button. This is the Formula
Wizard:
 When you click the FX button,

you'll see the Insert
Function dialogue box appear:
Entering a Function 2.
 The second way to enter a Function in Excel is through the panels on the Ribbon.
 Click inside cell B9 on your spreadsheet. This is where we'll place the Average for
the cells A1 to A8.
 Click the Formulas menu at the top of Excel
 Locate the Function Library panel.
 As you can see, in Excel functions are split into categories. The Average function
is in a few places. The easiest way to use Average is with AutoSum. Click the down
arrow on AutoSum to see the following:
AVERAGE
MAX, MIN
 Returns the maximum and minimum number from an array/table
TRUE, FALSE, IF function

 The IF function allows you to make logical comparisons between a value and what
you expect.
 IF(Something is True, then do something, otherwise do something else)
 So an IF statement can have two results. The first result is if your comparison is
True, the second if your comparison is False.
 TRUE and FLASE is automatically calculated by Excel:
 =A1=B1 - if the cells contain the same value → TRUE, - if the cells contain different
value → FALSE
VLOOKUP
 VLOOKUP is an Excel function to lookup and retrieve data from a specific column
in table.
 VLOOKUP supports approximate and exact matching, and wildcards (* ?) for
partial matches.
 The "V" stands for "vertical".
 Lookup values must appear in the first column of the table, with lookup columns to
the right.
 Open Practice 4.xlsx
 Search for the grade of students based on their scores:
 value - The value to look for in the first column of a table. = score
 table - The table from which to retrieve a value. = table of grades PUSH F4
to fix the range
 col_index - The column in the table from which to retrieve a value. = 2
 range_lookup - [optional] TRUE = approximate match (default). FALSE =
exact match.
Other Functions
 There are more functions in MS Excel that can help you in making your job easily
done.
 Count()
 Sum()
 Average()
 Etc.
Assessment
 Create a simple class record using MS Excel with the following criteria:
 Quizzes 20%
 Activities 20%
 Maj0r Exam 60%
MS Powerpoint
 Microsoft PowerPoint is undoubtedly the most popular app used to give presentations.
You're likely to see PowerPoint presentations used for everything from the world's largest
companies to grade school teachers sharing lessons.
 PowerPoint is often the butt of the joke. Many decry PowerPoint as boring and a crutch
for poorly-prepared speakers.
 Only a bad carpenter blames the tools. And like any tool, PowerPoint is incredibly useful
when used properly. You can use it as an aid on your speaking engagements to build
comfort and drive points visually with your audience.
 PowerPoint is a presentation program that allows you to create dynamic slide
presentations. These presentations can include animation, narration, images, videos, and
much more. In this lesson, you'll learn your way around the PowerPoint environment,
including the Ribbon, Quick Access Toolbar, and Backstage view.
How to Use PowerPoint's Ribbon
 To get up to speed with PowerPoint, it helps to understand the layout of the app.
Let's walk through the key menu options so that you can learn PowerPoint
quickly. If you understand the way that the app is laid out, you're likely to find any
feature you need quickly.
 This part of the PowerPoint guide will focus on the interface
The Ribbon
 The ribbon menu is found across many of Microsoft's apps, such as Word, Excel,
and PowerPoint. It lives above the main area of the application.
 The ribbon contains a series of tabs that you can switch between. Each of these
have a unique set of tools to work with your presentation differently. When you
switch tabs on the ribbon, you'll see new buttons and options to modify your
presentation:
 File. Save, share, and export your presentation.
 Home. A general purpose collection of the most common tools that you'll
use in PowerPoint.
 Insert. An all-in-one tool to add every imagine-able type of content, such
as tables, pictures, charts, video, and more.
 Design. Controls the overall look and feel of your presentation with theme
and style settings.
 Transitions. Add animations when you switch slides.
 Animations. Controls the order and style that objects will enter or exit
your slide with.
 Slide Show. Control settings related to the way your presentation appears
when sharing it with an audience.
The Home Tab
 Use it for: a general selection of the most popular tools in PowerPoint.
 I usually stay on the Home tab when I'm working in PowerPoint. The reason is
because it has practically every tool you need. From adding a new slide to
changing text and paragraph settings, the Home tab is the default for most users.
The Insert Tab.

 When you're working on adding content to a slide, the Insert tab has every
possible tool to add new content to a slide. Choose one of these types of objects
to add it to the slide.
Views
 PowerPoint has a variety of views which are simply different ways to work with
the same presentation. You can change the view in order to get a different
perspective on your content.
 Use views for a different way to edit and build your PowerPoint presentation.
 In the screenshot below, you can see the difference between the
default Normal view and Slide Sorter view. Normal view shows each slide front
and center, while slide sorter view creates thumbnails that you can drag and drop
to reorder the presentation.
The Design Tab

 An attractive presentation can really grab your audience's attention. We use
themes and styles in PowerPoint to add visual appeal to the presentation, and
the Design tab really controls these settings.
 On the Design tab, you can click on one of the themes to restyle the
presentation. Or, try out a different Style thumbnail to overhaul the color theme.
The Transition Tab
 There are three categories of unique transitions to choose from, all of which can
be found on the Transitions tab.
 Subtle: These are the most basic types of transitions. They use simple
animations to move between slides.
The Transition Tab

 Exciting: These use more complex animations to transition between slides.
While they're more visually interesting than Subtle transitions, adding too
many can make your presentation look less professional. However, when
used in moderation they can add a nice touch between important slides.
The Transition Tab
 Dynamic Content: If you're transitioning between two slides that use
similar slide layouts, dynamic transitions will move only the placeholders,
not the slides themselves. When used correctly, dynamic transitions can
help unify your slides and add a further level of polish to your presentation.
 Transitions are best used in moderation. Adding too many transitions can make
your presentation look a little silly and can even be distracting to your audience.
Consider using mostly subtle transitions, or not using transitions at all.

The Animation Tab
 Besides slide transitions, the most common type of animation in PowerPoint is
adding entrance and exit effects to the text that appears on the slide. This effect is
especially useful for bullet lists because it lets you display the list one item at a
time.
 You can have each item appear out of nowhere, drop from the top of the screen,
march in from the left or right, or do a back somersault followed by two cartwheels
and a double-twist flip (talc, please!).
 This type of animation is often called a build effect because it lets you build your
points one by one. It’s easy to apply this type of animation using the Animations
tab of the Ribbon.
 The Animations tab consists of four groups of controls, as described in the

following list:
 Preview: This group includes a single control — a Preview button — that
displays a preview of the animation effects you selected for the current slide.
 Animation: This group lets you select one of several predefined animations
for the selected object.
 Timing: This group lets you set the timing of the animation.
 To apply an animation effect, first select the text box that you want to animate.
Then, choose the animation style from the Animation gallery on the Animations
tab.
 Like other PowerPoint galleries, the Animation gallery includes a More button (at
the bottom right) that summons the complete gallery.

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Introduction to Application Software

1. To make business activities more efficient

File Extension Sample

File Extension File Extension Meaning

.apk Android package file

APPLICATION SOFTWARE FOR COMMUNICATIONS

POPULAR UTILITY PROGRAMS

Formatting Microsoft Word Documents

Working with Lists

1. Click the left side of the Bullets command

To change the type of list in your document:

Creating Custom Bullets

3. Select a bullet character and alignment options, and click OK

Modifying List Indentation

Increasing and Decreasing List Levels

Modifying List Numbering: Restarting and Continuing

2. Select Set Numbering Value.

Inserting a Hyperlink in a Document

Applying Character Styles

Using the Ruler

Note the following items on the Ruler:

Select Normal Margins.

To choose a different existing option, select one of the available options:

2. Set your top, left, bottom and right margins:

Familiarization with the Excel workspace.

Workbooks and worksheets

How to Enter Text and Numbers in a Cell

Auto complete, auto fill and auto correct

Freeze, hide and split columns/rows (the Window menu)

Insert, Delete Rows, Columns

Selecting a Data Source

Format your Chart

Explicit values and cell references

Absolute and Relative References

Basic Math Functions

Change the case of text

 When you click the FX button,

TRUE, FALSE, IF function

The Insert Tab.

The Design Tab

The Transition Tab

 The Animations tab consists of four groups of controls, as described in the

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