UG B.sc. Information Technology 129 14 Office Automation Lab

ALAGAPPA UNIVERSITY
[Accredited with ‘A+’ Grade by NAAC (CGPA:3.64) in the Third Cycle

and Graded as Category–I University by MHRD-UGC]
(A State University Established by the Government of Tamil Nadu)
KARAIKUDI – 630 003
Directorate of Distance Education
B.Sc. (Information Technology)

I - Semester
129 14
OFFICE AUTOMATION LAB

Reviewer
Assistant Professor in Information Technology,

Dr. P. Prabhu Directorate of Distance Education,
Alagappa University, Karaikudi
Author
Praveen Tyagi, Founder, Evelyn Learning Systems Pvt. Ltd.
Units (1-14)
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SYLLABI-BOOK MAPPING TABLE
Office Automation Lab
Syllabi Mapping in Book
BLOCK I: MS-WORD
UNIT - 1: Working with Files: Creating and opening documents, Saving Unit 1: Working with Files
documents, Renaming documents, working on multiple documents. (Pages 1-14);
Working with Text - Formatting, Moving, copying and pasting text Unit 2: Styles
UNIT - 2: Styles: Apply a style, Apply from the Style dialog box, Create a (Pages 15-29);
new style from a model, Modify or rename a style, Delete style. Lists - Unit 3: Table Manipulations
Bulleted and numbered lists, Nested lists, Formatting lists. (Pages 30-39);
UNIT - 3: Table Manipulations: Graphics - Adding clip Art, Add an image Unit 4: Page Formatting
from a file, Editing graphics, Spelling and Grammar, AutoCorrect (Pages 40-58)
UNIT - 4: Page Formatting: Page margins, page size and orientation,
Header and footers, page numbers, Mail Merge. Macros - Recording a
macro, Running a macro- Web wizard - Using the Web Wizard, Creating
& Saving web pages, Hyper links.Mail Merge.
BLOCK II: MS-EXCEL

UNIT - 5: Modifying a Worksheet: Moving through cells, Adding Unit 5: Modifying a Worksheet
worksheets, rows and columns Resizing rows and columns, Selecting (Pages 59-72);
cells, Moving and copying cells, Freezing panes - Macros - recording Unit 6: Formatting Cells
and running. (Pages 73-85);
UNIT - 6: Formatting Cells: Formatting toolbar, Dates and times, Auto Unit 7: Sorting and Filling
formatting. Formula and Functions. Linking worksheets - Relative, (Pages 86-92);
absolute and mixed referencing Unit 8: Graphics
UNIT - 7: Sorting and Filling: Basic ascending and descending sorted, (Pages 93-102)
Complex sorts, Alternating text and numbers with Auto fill, Autofilling
functions.
UNIT - 8: Graphics: Adding clip art, add an image from a file, Charts -
Using chart Wizard, Copy a chart to Microsoft Word
BLOCK III: MS-POWER POINT

UNIT - 9: Create a Presentation from a Template: Working with Slides - Unit 9: Create a Presentation
Insert a new slide, Applying a design template, Changing slide layouts. from a Template
UNIT - 10: Slides: Reordering slides, Hide slides, Create a Custom slide (Pages 103-113);
show. Adding Content - Resizing a text box, Text box properties, Delete a Unit 10: Slides
text box. (Pages 114-138);
UNIT - 11: Video and Audio Effects: Color Schemes & Backgrounds Unit 11: Video and Audio Effects
Adding clip art, Adding an image from a file, Save as a web page. (Pages 139-152)
BLOCK IV: MS-ACCESS

UNIT - 12: Using Access Database Wizard, Pages and Projects: Creating Unit 12: Using Access Database
Tables - Create a Table in design view, Primary key, Indexes, Field validation Wizard, Pages and Projects
rules. (Pages 153-171);
UNIT - 13: Datasheet Records: Adding, Editing, Deleting records, Adding Unit 13: Datasheet Records
and deleting columns Resizing rows and columns, Finding data in a table & (Pages 172-189)
replacing, Print a datasheet. Declaring Table Relationships. Sorting and
Filtering - Sorting, Filter by selection, by form, saving & removing a filter.
Queries - Create a query in design view, Query Wizard, Find duplicates query.
BLOCK V: FORMS IN MS ACCESS

UNIT - 14: Forms: Create a form using the wizard, Create a form in Design Unit 14: Forms
View. Form Controls. Sub forms-Create a form and sub form at once, Sub (Pages 190-210)
form wizard, Drag and drop method. Reports - Using the wizard, Create in
Design View, Printing reports. Importing, Exporting, Linking.
CONTENTS
INTRODUCTION
BLOCK I: MS-WORD
UNIT 1 WORKING WITH FILES 1-14
1.0 Introduction
1.1 Objectives
1.2 Features in Microsoft Word 2010
1.2.1 The Ribbon Interface
1.2.2 Backstage View
1.3 Requisite Word: Essential Features
1.3.1 File Management
1.3.2 Shortcuts and Tips
1.4 Answers to Check Your Progress Questions
1.5 Summary
1.6 Key Words
1.7 Self Assessment Questions and Exercises
1.8 Further Readings
UNIT 2 STYLES 15-29

2.0 Introduction
2.1 Objectives
2.2 Formatting with Styles
2.2.1 Illustrations
2.3 Bullets and Numbering
2.5 Summary
2.6 Key Words
UNIT 3 TABLE MANIPULATIONS 30-39

3.0 Introduction
3.1 Objectives
3.2 Enhancing the Documents
3.2.1 Working with Tables, Columns and Sections
3.2.2 Borders and Shading
3.2.3 Spelling, Grammar Checking and Thesaurus
3.4 Summary
3.5 Key Words
UNIT 4 PAGE FORMATTING 40-58
4.0 Introduction
4.1 Objectives
4.2 Formatting Word Documents
4.2.1 Font and Paragraph Formatting
4.2.2 Embed Font in Microsoft Word 2010
4.3 Page Setup and Break
4.4 Header or Footer
4.5 Mail Merge
4.6 Macros: Recording, Editing and Using
4.7 Working with Hyperlinks
4.9 Summary
4.10 Key Words
BLOCK II: MS-EXCEL

UNIT 5 MODIFYING A WORKSHEET 59-72
5.0 Introduction
5.1 Objectives
5.2 Requisite Excel: Essential Features
5.3 Advanced Spreadsheet Modifications
5.3.1 Hide or Unhide Rows and Columns
5.3.2 Freezing/Splitting Rows and Columns
5.4 Macros
5.6 Summary
5.7 Key Words
UNIT 6 FORMATTING CELLS 73-85

6.0 Introduction
6.1 Objectives
6.2 Hyperlinks in MS Excel
6.2.1 Find, Replace and Go to
6.3 All Formulas and Functions
6.3.1 Working with Arithmetic Operators
6.3.2 Text Functions
6.3.3 Date and Time Functions
6.3.4 Math Functions
6.3.5 Statistical Functions
6.3.6 Cell Referencing in Excel 2010
6.5 Summary
6.6 Key Words
UNIT 7 SORTING AND FILLING 86-92

7.0 Introduction
7.1 Objectives
7.2 Sorting and Filtering Information
7.4 Summary
7.5 Key Words
UNIT 8 GRAPHICS 93-102

8.0 Introduction
8.1 Objectives
8.2 Working with Charts
8.2.1 Legends
8.2.2 Formatting Axes and Gridlines within Charts and Graphs
8.4 Summary
8.5 Key Words
BLOCK III: MS-POWER POINT

UNIT 9 CREATE A PRESENTATION FROM A TEMPLATE 103-113
9.0 Introduction
9.1 Objectives
9.2 Requisite Powerpoint: Essential Features
9.3 Formatting Presentations
9.3.1 Working with Layouts/Templates
9.3.2 Working with Masters
9.3.3 Applying Design Templates and Themes
9.5 Summary
9.6 Key Words
UNIT 10 SLIDES 114-138

10.0 Introduction
10.1 Objectives
10.2 Enhancing Presentation
10.2.1 Applying Animation
10.2.2 Transition Effects
10.2.3 Including Header and Footer
10.2.4 Working with Tables, Images and Illustrations
10.3 Delivering a Presentation
10.3.1 Setting for Slide Show
10.5 Summary
10.6 Key Words
UNIT 11 VIDEO AND AUDIO EFFECTS 139-152

11.0 Introduction
11.1 Objectives
11.2 Preparing and Delivering a Live Presentation
11.2.1 Working with Audiovisual Equipment
11.2.2 Importing Image Files into PowerPoint
11.4 Summary
11.5 Key Words
BLOCK IV: MS-ACCESS

UNIT 12 USING ACCESS DATABASE WIZARD, PAGES AND PROJECTS 153-171
12.0 Introduction
12.1 Objectives
12.2 Working with Access Environment
12.2.1 Description of MS
12.3 Database Design in MS Access
12.3.1 Designing Your Own Database
12.3.2 Creating a Database from a Template
12.4 Working with Tables
12.4.1 Understanding Tables
12.4.2 Navigating within Tables
12.6 Summary
12.7 Key Words
UNIT 13 DATASHEET RECORDS 172-189

13.0 Introduction
13.1 Objectives
13.2 Working with Records
13.2.1 Adding Records and Entering Data
13.2.2 Editing Records
13.2.3 Modifying Table Appearance
13.3 Sorting and Filtering Records
13.3.1 Filtering Text and Numbers by a Search Term
13.4 Working with Queries
13.4.1 Query Design and Running in MS Access
13.4.2 One-Table Queries and Multi-Table Query
13.4.3 Joining Tables in Queries
13.4.4 Modifying Queries
13.4.5 Sorting Queries
13.4.6 Hiding Fields within Queries
13.4.7 Types of Queries
13.6 Summary
13.7 Key Words
BLOCK V: FORMS IN MS ACCESS

UNIT 14 FORMS 190-210
14.0 Introduction
14.1 Objectives
14.2 Working with Forms
14.2.1 Why Use Forms?
14.2.2 Form Design in MS Access
14.2.3 Open an Existing Form, Entering and Modifying Data
14.2.4 Adding Design Controls
14.2.5 Formatting Forms
14.2.6 Modifying Form Layout
14.2.7 Modifying the Colors and Fonts of Form Components
14.3 Working with Reports
14.3.1 Report Design in MS Access
14.3.2 Printing and Saving Reports in Print Preview
14.3.3 Formatting Reports
14.3.4 Modifying the Page Header and Footer
14.3.5 Enhancing Report Appearance
14.5 Summary
14.6 Key Words
Introduction
INTRODUCTION
Computers have brought about major changes in all spheres of life. In fact, it is
extremely difficult to imagine the world without computers. The fact that computers NOTES
have made a big impact on many aspects of our lives can hardly be questioned.
They have opened up an entire world of knowledge and information that is readily
accessible. The computers need software to do specialized tasks. The software
used in a computer system is grouped into applications software, system software
and utility software. Today, we use computer systems in the organizations to
automate the work with the help of specific software.
Office automation is an attempt to use new technology to improve a working
environment. The term ‘office automation’ refers to all tools and methods that are
applied to office activities which make it possible to process written, visual and
audio data in a computer aided manner. They process data, store information,
solve complex mathematical problems, track inventory and even control
temperature and lighting in office buildings. All this can be done with the help of
various computer office application programs/software, such as Microsoft Word,
Microsoft Excel and Microsoft PowerPoint. Microsoft Office 2010 supports
‘Ribbon Interface’ which provides GUI features for menu bar. Microsoft Office
Word, a Word processor, was designed by Microsoft. Creating and editing
document features are very helpful in Microsoft Word 2010 and hence used
frequently. Microsoft Excel 2010 is an electronic spreadsheet that runs on a personal
computer. A workbook is the Microsoft Excel file in which you enter and store
related data. You can also use it to perform mathematical calculations quickly.
Microsoft PowerPoint 2010 allows for creation of professional, effective and
creative business presentations that can be used for corporate or sales presentations
and trainings.
This book is designed to explain the importance of office automation in
today’s world. This book teaches you the technical details of Microsoft Word
2010, Microsoft Excel 2010 and Microsoft PowerPoint 2010 for automating the
various office routine tasks. Our attempt has been to provide a sound theoretical
as well as practical exposition of the subject. We have tried to present a clear,
conceptual understanding of computer concepts and an easy-to-follow visual style
for the practical usage of these packages.
This book, Office Automation Lab, has been written in the self-instructional
mode or the SIM format wherein each Unit begins with an ‘Introduction’ to the
topic, followed by an outline of the ‘Objectives’. The detailed content is then
presented in a simple and organized manner, interspersed with ‘Check Your
Progress’ questions to test the student’s understanding of the topics covered. A
‘Summary’ along with a list of ‘Key Words’ and a set of ‘Self Assessment Questions
and Exercises’ is provided at the end of each Unit for effective recapitulation.
Self-Instructional
Material 1
Working with Files
BLOCK - I
MS-WORD
NOTES
UNIT 1 WORKING WITH FILES

Structure
1.0 Introduction
1.1 Objectives
1.2 Features in Microsoft Word 2010
1.2.1 The Ribbon Interface
1.3 Requisite Word: Essential Features
1.5 Summary
1.6 Key Words
1.0 INTRODUCTION
Microsoft Word (MS Word or Word) is a program which is used for creating
documents. It is used by the organization or standalone user to create documents,
reports and notes. Word provides the facilities of creating reports and pictures
and thus, manifests your idea on the paper. If you have worked in MS Word
earlier, you will notice that a lot of new features are added in MS Word 2010. If
you are a beginner, there is no need to worry about learning MS Word. This unit
focuses on every aspect of this software from beginning to the expert level. You
will learn about the essential features of MS Word, which are needed to enhance
the documents.
1.1 OBJECTIVES
After going through this unit, you will be able to:

 Explain the ribbon interface
 Discuss the essential features of MS Word 2010
 Explain the file menu that helps in managing the files
 Discuss the shortcut keys for a particular action
Self-Instructional
Material 1
Working with Files
1.2 FEATURES IN MICROSOFT WORD 2010
In Microsoft Word 2010 various new features have been included which help in
NOTES creating an effective and attractive document. MS Word 2010 includes all the
features of the previous version of MS Word, plus some additional ones.
There are various new features of Microsoft Office 2010 given as follows:
• Ribbon Interface: It is a set of tabs and commands, required to perform
various sets of functions and operations on documents. Ribbon interface
has replaced the earlier interface which relied on traditional icons. When
you install Microsoft Office 2010 you will find that the biggest change is the
introduction of the File button in place of the round Office Button. When
you click on the File tab, the full screen will open which will show various
options related to File, methods to protect documents and many more.
There are some changes in the UI interface as well. In the previous version,
the background color of Microsoft Office was blue. In the recent version,
the background color of Microsoft Office is grey.
Backstage View: Backstage View is the center of document management. There
are various groups of commands that help in creating new documents, saving,
opening or printing the document. Backstage view appears on clicking on
the File tab. Backstage view hides the opened document and performs operations
associated with the document.
• Artistic Effect: In Microsoft Word 2010, various new artistic effects have
been added. With the help of Artistic Effect, the user can draw sketches
using Pencil, Chalk and Glowy Edges.
• Screenshot option: Microsoft Word 2010 includes the option of
Screenshot which is present inside the Insert tab in section Illustrations.
With the help of Screenshot option, user can directly add screenshot to
the document. There is no need to use the Snipping tool or Paint to paste
pictures in the word document. When you l click on the Screenshot option,
the windows which are open will be displayed. Click on any of the Available
Windows to apply screenshot to your document. This even helps to remove
the background color or a portion of a picture.
• Collaboration functions: Collaboration functions helps to inspect the
document before sharing it with others. This helps to hide the information
which you do not want to share with the other people.
• Silverlight: Microsoft Office 2010 offers the facility of Web based
applications. This helps users to upload reports in Windows Live account
such as hotmail.com. With the help of Web based applications, users can
access the documents from anywhere. However, to access the document
using Silverlight the user should have an internet connection.
Self-Instructional
2 Material
• PDF support: Microsoft Office 2010 provides the facility of saving the Working with Files
Word file in PDF format. This helps to directly convert your word files to
PDF files without using any software.
1.2.1 The Ribbon Interface NOTES
Ribbon View is a substitute that provides the facilities of accessing the commands
for applications. It is organized using a horizontal bar. It provides an easy way to
access the commands, as all the commands are organized using tabs and groups.
With the help of Ribbon, performing various actions to the Office application is
easy. Ribbon is dynamic in nature, which implies that behavior changes as the size
of Microsoft Office changes.
‘Ribbon’ is a set of toolbars which displays the commands and tools for
performing various tasks. In Microsoft Office 2003, user worked with the classic
drop down menu and toolbar and users were able to work with them easily and
quickly. With the release of Microsoft Office 2007, the new term ‘Ribbon’ was
proposed that refers its own implementation of tabbed toolbars bearing
heterogeneous controls, known as ‘The Fluent User Interface’, which swapped
the menus and toolbars with a single ‘Office Menu’. MS Word, PowerPoint,
Access and Excel implemented ‘Ribbon’ in MS office 2007.
With the release of MS Office 2010, however, ‘ribbon’ was implemented in
the rest of the MS Office applications and added end user customization support
for its end user. MS Office 2010 ribbon is great, flexible and easy to use.
Screenshot for Ribbon is as shown:
If you click on any tab or groups, each button and each dropdown menu
will perform different actions
For example: When one clicks on the Home tab or any other tab, various
options are displayed. With the help of these options, one can change the
Formatting, Orientation, Layout, Caption, and Proofing of the MS Office
Application.
As an example in MS Word 2010, the labeling of the commands and menus
is as shown in the screenshot:
Self-Instructional
Material 3
Working with Files • Tab: It shows different types of commands for creating MS Offices
applications. You can see the commands by clicking on the particular
tab.
• Quick Access Toolbar: It is a way to provide quick access view to
NOTES
the most frequently used commands. By default, Save, Undo and Redo
buttons are visible on the Quick Access Toolbar.
A screenshot displaying Customize Quick Access Toolbar is given below:
• Contextual Tabs: It displays the Commands for a particular selected

object. When the user draws any shape, a Contextual tab called Drawing
Tools appears.
A screenshot displaying Drawing Tools is shown below:
• Minimize Ribbon: You can minimize the ribbon in the following ways:
o By clicking on minimize ribbon button.
o By double clicking the tab on the ribbon.
o By right clicking the tab from the contextual menu and selecting
minimize ribbon button.
o By pressing Ctrl+F1 button.
• Help: For getting any help, you can click on Help button or by clicking
on the File tab and selecting Help from the menu.
• Dialog Box launcher: You can see the Dialog box launcher or the
Task pane by clicking on the Clipboard Task Pane.
• Group: Set of all correlated commands which appear in each tab.
Self-Instructional
4 Material
• Gallery: Gallery contains the option list and additional choices are Working with Files
displayed as thumbnail preview.

• To customize the Ribbon: You can customize the ribbon by using the
following method:
NOTES
1. First right click on the Contextual menu and select Customize the ribbon.
A screenshot showing Customize the Ribbon option is shown below:
2. After clicking on Customize the Ribbon option, the Word Options dialog
box will appear. You can then customize the commands and tabs.
A screenshot displaying Word Options is shown below:
3. Choose the command which you want to add. Here Draw Table is chosen
from the list of popular commands.
A screenshot after the selection of the commands is given below:
Self-Instructional
Material 5
Working with Files 4. Click on New Group button (In order to add the commands the user needs
to first create a custom group.) To create a custom group, click the New
Group button.
A Screenshot displaying New Group (Custom) after New Group is clicked,
NOTES
is shown below:
5. Click on Add button. Draw Table will be added in New Group.

A screenshot displaying Draw Table after adding is shown below:
6. Click on OK button. Draw Table will be added to the New Group, which
is visible in View Tab below Macros option.
Self-Instructional
6 Material
A Screenshot displaying New Group is given below: Working with Files
NOTES
In comparison to its earlier versions, Microsoft Office 2010 is way more secure.
One of the unique features which were introduced in Microsoft Office 2010 is the
feature of Backstage View. Backstage View is a group of commands which are
used to perform different types of tasks on documents. It provides you with the
features of managing documents, sharing files and providing greater security. In
order to open backstage view, you must open the Word document and then go to
the File tab. In this, the default selection is the Info option that shows the backstage
view of the document. Backstage view hides the previous document and shows all
essential things and permissions associated with the documents. In order to return
from the backstage view, you can simply press the Esc key or click on the File
menu. This will take you to the original document in which you were working.
Screenshot showing the Backstage View of MS Word is as shown:
Check Your Progress

1. What is a ribbon interface?
2. What do you understand by the term backstage view?
1.3 REQUISITE WORD: ESSENTIAL FEATURES
Microsoft Word is used for the creation of documents. It is the most commonly
used format for storing information and sending it through e-mails. There are several
interactive features in MS Word 2010 that help in making the documents productive
Self-Instructional
Material 7
Working with Files and innovative. In this unit, we will explore some features such as the management
of various files in the word documents, management of the information in a secured
way and various shortcuts and tips to access different commands.
NOTES 1.3.1 File Management

File Management provides the facility to organize the files by saving them in the
computer and drives such as disk drive, USB drive, etc. The saved file can then
be searched and opened later on. Also, the files can be moved from one location
to another as the need be. To better understand the features and functions included
in file management, it is essential for you to know about the File menu of MS
Word 2010.
To make you comfortable with the various aspects of file management, a
detailed description of the File menu is given below:
File Menu
In the previous version of Microsoft Office there was no File Menu. Instead,
there was an Office Button which has been replaced by the File Menu in
Microsoft Office 2010. Whenever File Menu is clicked, a backstage view of
Microsoft Office is visible. In MS Office 2010 File Menu, allows users to easily
access frequently used commands.
A screenshot displaying File Menu is shown below:
When you click on the File menu, various options related to the file are
displayed.
A screenshot displaying the options is shown below:
Self-Instructional
8 Material
Inside File tab you will find six main sections and six buttons. Working with Files
The six sections present inside File are as follows:

• Info: Info section gives important information related to file, by specifying
its properties. It enables youto protect documents, check for issues and NOTES
manage versions.
• Recent: The Recent section is by default selected is. This section shows
all the Recent Documents and Recent Places. Recent Documents
are the word documents which can be opened just by clicking. Recent
Places are the places where these recent documents are being saved. If
a user wants to quickly access recent documents, he should check the
option Quickly access this number of Recent Documents by
selecting the number from a drop down box. All documents will appear
on the left hand side. You can recover documents which have not been
saved by clicking Recover Unsaved Documents button.
• New: New section helps you to create new documents. By default, the
Blank Document is the template selected, however the user can choose
any template.
• Print: Print section enables you to print the files with the available settings
and a preview of the Print section is shown on the right hand side of the
window.
• Save & Send: There are different options present inside Save & Send
option. Send Using E-mail allows user to send the file with the help of
email. In Save to Web option you need to login with the help of Windows
Live ID. After that, you click on Save As option to save the file at the
location which you want. The Save to SharePoint option is similar to
Save to Web option. In Publish as Blog Post option, user can create
blog post by incorporating the present document. This helps to publish
blogging contents online. In Change File Type option, the user can
change the extension of the file type. In Create PDF/XPS Document
option user can convert word document to PDF or XPS format.
• Help: In case of any need, the user can click on Help button. The Help
button also lets you know about updates related to the Office.
The six buttons which are present inside File are as follows:
• Save: Save button helps in saving the document which you are, currently
working upon. Suppose, you are saving the document for the first time
then it will ask you the location where you want to save it.
• Save As: Save As button is used when you want to rename the document
and save it in another location.
• Open: Open button is used when you want to open a document which
has already been saved.
Self-Instructional
Material 9
Working with Files • Close: Close button is used when you want to close the documents
which you are currently working upon.
• Options: Options button is used when the user wants to apply various
Word options related to the file.
NOTES
• Exit: Exit button is used to exit documents. Before you exit, you are
asked whether you want to save the document or not.
Saving a document
In MS Word 2010, files are saved in the default format, which is .docx. This is
because .docx format is more secured and damages can be easily recovered.
Some other formats of saving the files in Microsoft Word are .docm, .dotx and
.dotm, which are explained as follows:
.docm file format is used when the document is to be saved in macro-
enabled documents.
.dotx file format is used when the document is to be saved in document
template.
.dotm file format is used when the document is to be saved in macro-
enabled template.
There are many ways of saving the files but these are optimized for the
specific uses.
Steps to save the documents are as follows:
1. Click the File tab which is present on the left hand side of the ribbon.
2. Click the Save As option.
3. Select the drive and folder where you want to save the file.
4. Go to the File name textbox to write the name of the file.
5. Select the format in which you want to save the File. By default, the file
format in which the file is saved is .docx.
6. Click on Save button to save the file.
This can also be done by clicking the Save icon present on the Quick
Access Toolbar. The keyboard shortcut for saving a word document is Ctrl+S.
Saving a document in PDF or XPS format
There are two methods for saving a document in PDF or XPS format, both are
given below:
1. One method of saving the file in Pdf or Xps format is with the help of Save
As button.
2. Another method of saving the file in Pdf or Xps format is with the help of
Save & Send section.
Self-Instructional
10 Material
Here are the steps for saving a document in PDF or XPS format using Save As Working with Files
option:
1. Go to the File tab which is present in the ribbon.
2. Inside File tab, click on the button Save As. The Save As dialog box NOTES
appears.
3. Choose PDF extension from Save as type which will save the word file in
PDF format. In order to save the file as an XPS Document, choose XPS
Document extension.
To save a document in PDF or XPS format using Save & Send option, follow the
following steps:
1. Go to the File tab which is present in the ribbon.
2. Inside File tab click on the section Send & Save.
3. Click on the button Create PDF/XPS Document.
The screenshot after clicking on Create PDF/XPS Document is given below:
4. Click on Create PDF/XPS button, present on the right hand side of the
dialog box. After clicking on Create PDF/XPS button, the Publish as
PDF or XPS dialog box appears.
5. After that Click on Publish button to publish the document in PDF format.
If the user wants to publish the document in XPS format then user should
choose XPS Document from the Save as type drop box.
Shortcuts and Tips for MS Word are tabulated as follows:
Using Keyboard Shortcut
Action Keystrokes
Creation of new document CTRL+N
Saving a document CTRL+S
Self-Instructional
Material 11
Working with Files Opening a document CTRL+O
Printing a document CTRL+P
Closing a document CTRL+W
NOTES Selecting an entire document CTRL+A
Copying a text CTRL+C
Cut specific text CTRL+X
Paste specific text CTRL+V
Undo CTRL+Z
Redo CTRL+Y
Bold CTRL+B
Italics CTRL+I
Underline CTRL+U
Alignment of text to the left CTRL+L
Alignment of text to the right CTRL+R
Alignment of text to the justify CTRL+J
Alignment of text to the center CTRL+E
Finding the text CTRL+F
Replacing the text with particular text CTRL+H
Adding and removing 6 point of spacing before a paragraph CTRL+0
Opening font preferences windows CTRL+D
Inserting link CTRL+K
Indentation of a paragraph CTRL+M
Creating an hanging indent CTRL+T
Creating a bullet point CTRL+SHIFT+L
Changing the font CTRL+SHIFT+F
Increasing selected font to 1 point to 12 point CTRL+SHIFT+>
Increasing selected font to 1 point CTRL+]
Decreasing selected font to -1 to -12 point CTRL+SHIFT+<
Decreasing selected font to -1 point CTRL+[
Viewing or hiding non printing characters CTRL+SHIFT+*
Moving contents to the beginning CTRL+‘!
Moving contents to the end CTRL+“!
Deleting Word to the right of the cursor CTRL+Del
Deleting Word to the left of the cursor CTRL+Backspace
Moving cursor to the end CTRL+END
Moving cursor to the beginning CTRL+HOME
Resetting default font to the highlighted text CTRL+SPACEBAR
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Changing text to heading one CTRL+ALT+1 Working with Files
Inserting time SHIFT+ALT+T

Inserting date SHIFT+ALT+D
To Save As file F12 NOTES
Spell Checker F7
Opening Help F1
Check Your Progress

3. What is the default format for saving a document in MS Word?
4. What is the shortcut key for saving a document?
1.4 ANSWERS TO CHECK YOUR PROGRESS

QUESTIONS
1. Ribbon interface is a set of tabs and commands, required to perform various

sets of functions and operations on documents.
2. Backstage View is a group of commands which are used to perform different
types of tasks on documents. It provides you with the features of managing
documents, sharing files and providing greater security.
3. In MS Word 2010, files are saved in the default format, which is .docx.
4. CTRL+S is the keystroke for saving a document.
1.5 SUMMARY
• Ribbon interface is a set of tabs and commands, required to perform various

sets of functions and operations on documents.
• Backstage View is the center of document management. There are various
groups of commands that help in creating new documents, saving, opening
or printing the document. Backstage view appears on clicking on the File tab.
• When one clicks on the Home tab or any other tab, various options are
displayed. With the help of these options, one can change the Formatting,
Orientation, Layout, Caption, and Proofing of the MS Office Application.
• In MS Word 2010, files are saved in the default format, which is .docx.
This is because .docx format is more secured and damages can be easily
recovered. Some other formats of saving the files in Microsoft Word are
.docm, .dotx and .dotm.
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Material 13
Working with Files
1.6 KEY WORDS
• Ribbon: It is a set of tabs and commands to perform various sets of functions

NOTES and operations on documents.
• Quick Access Toolbar: It is a type of toolbar that can be customized to
include the set of commands for the quick access and independent of the
tabs on the menu bar.
• Templates: Design pattern or style which can be applied to the document.
1.7 SELF ASSESSMENT QUESTIONS

AND EXERCISES
1. Perform the following operations on MS Word.

(i) Open a blank document.
(ii) Customize the ribbon, for example, add an insert table command.
(iii) Write about yourself on the document and save using file menu or
shortcut key.
(iv) Save the document in PDF or XPS format.
(v) Print the document.
2. Open the file that you have created and use shortcut keys for selecting, cut,
paste, print and closing the document.
1.8 FURTHER READINGS
Srivastava, S.S. 2008. MS Office. New Delhi: Firewall Media.

Saxena, Sanjay. 2011. MS Office 2007 in a Nutshell. Noida: Vikas Publishing
house.
Courter, Gini and Annette Marquis. 1999. Mastering Microsoft Office 2000.
New Delhi: BPB Publications.
Blattner, Patrick, Ken Cook, Laurie Ulrich and Timothy Dyck. 1999. Special
Edition Using Microsoft Excel 2000. New Delhi: Prentice-Hall of India.
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Styles
UNIT 2 STYLES
Structure NOTES
2.0 Introduction
2.1 Objectives
2.2 Formatting with Styles
2.2.1 Illustrations
2.3 Bullets and Numbering
2.5 Summary
2.6 Key Words
2.0 INTRODUCTION
In this unit, you will learn about the styles. Style option is found in the paragraph
group on the Home tab. Style sets are the combination of title, heading, and
paragraph styles, which can be formatted all at once. You will also learn how to
modify the style and add Smart. SmartArt helps to represent valuable contents
more effectively using diagrammatical representation. Visual Elements help to depict
ideas pictorially.
2.1 OBJECTIVES
• Apply the styles to the word document
• Modify the style
• Work with SmartArt
2.2 FORMATTING WITH STYLES
Formatting plays an important role when you create any document. Style is a
used to apply various sets of formatting by selecting the text. Formatting is applied
to the word by choosing the type of style. Style option is found in the paragraph
group on the Home tab. Style helps in the enhancement of the document in the
easiest and quickest ways. It provides sophisticated look to the document. On the
other side, themes are used to change the tone of the entire document. The default
Style chosen in the word is Normal. Style formatting is consistent throughout the
documents.
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Material 15
Styles The screenshot of Style Formatting is as shown:
NOTES
To select a style quickly

Select the desired text where you want to do formatting. Choose any formatting
Style from the list.
For example:
Suppose you select first line, and then click on Heading 1 formatting style.
Result after applying formatting style is as shown:

Adworks, Inc.
To apply the style all together
Style sets are the combination of title, heading, and paragraph styles, which can
be formatted all at once.
Steps to apply style all together are as follows:
1. Go to Change Styles dropdown menu. Select Style Set dropdown menu
from the list.
The screenshot of Style Set is as shown:
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16 Material
2. Choose any Style Set and notice the changes in the document. Styles
To modify a style
Steps to modify a style are as follows:
NOTES
1. Choose the desired style and then right-click the style.
The screenshot of Modify… icon is as shown:
2. Go to Modify…, which shows Modify style.

3. Make the changes as required.
The screenshot of Modify style is as shown:
4. Click OK to apply the changes.

2.2.1 Illustrations
An illustration is the area which is used to insert different types of images. Illustrations
provide the facility to insert pictures and clip art from the files and website provider.
It also provides the facilities to add different type of shapes, smart art, charts and
taking screenshot directly from the document. Illustrations help in making the
document more attractive and effective.
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Material 17
Styles The screenshot of Illustrations is as shown:
NOTES
The available buttons and icons of the Illustrations toolbar are explained as
follows:
• The very first button which appears in the Illustrations is the Picture
button. You can add pictures to your document, and besides this, you can
even do formatting like adding borders, coloring or cropping a picture.
A typical example of Picture is as shown:
• The second option which appears in the Illustrations is the Clip
Art button. With the help of Clip Art, you can add images to your document.
For example:
If you have an image of car and if you want to rotate it, then by using Clip
Art you can change the rotation of the image.
• The Shapes button of the Illustrations toolbar is used to draw
custom shapes to a document.

For example:
You can draw different shapes like line, circle, and square using Shape
dropdown box.
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A typical example of some shapes is as shown: Styles
NOTES
• The SmartArt button of the Illustrations toolbar is used to add
different types of graphics such as basic block, hexagon, matrix, relationship

hierarchy, and circle.
A typical example of circular arrangement is as shown:
• The Chart button of the Illustrations toolbar is used to add different
types of charts and graphs to the document. This feature allows to present
numerical data into graphical diagram.
A typical example of chart with numerical data is as shown:
The graphical representation of the numerical data is as follows:
• The Screenshot dropdown box is used to take screenshot of images

or documents. It does the work similar to Photoshop. This is useful as you
can take screenshot directly from your document.
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Material 19
Styles A typical example of Screenshot is as shown:
NOTES
Add an Extra shape to SmartArt in MS Word 2010
SmartArt graphics is used to illustrate and organize various kinds of ideas in
Microsoft Word. It helps to represent valuable contents more effectively using
diagrammatical representation. To insert the default diagram from SmartArt graphics
library is quite easy, but sometimes, the default images part of SmartArt graphics
are not enough. Therefore, you will need to add an extra shape or diagram in your
document. Microsoft Word 2010 provides full support for SmartArt graphics,
which means you can insert an extra shape into SmartArt for improved presentation
of the content.
To add or insert an extra shape to the MS word document, complete the
following process:
• First of all, to add or insert an extra shape into SmartArt graphics, make
sure that SmartArt graphics image is selected.
• If not selected, then click on it to select it. When you select the SmartArt
graphics image, you can see the SmartArt Tools tab in the Ribbon.
The screenshot showing the open SmartArt Tools is given below:
• Now, you need to select the place in your document where you want to
insert or add the extra shape.
• Select an existing shape of SmartArt graphics and click on Design under
the SmartArt Tools as shown in the screenshot above.
• Go to Add Shape placed inside Create Graphic group under the
SmartArt Tools (See following Screenshot).
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20 Material
• Now, click on the Down arrow of the Add Shape command under Styles
Create Graphic. On clicking on Add Shape, options are presented

allowing you to insert or add the new shape (See below screenshot).
The options on display are:
NOTES
o Add Shape after: Used to insert the shape at the same level but after
or following another shape.
o Add Shape Before: Used to insert the shape at the same level but
before another shape.
o Add Shape Above: Used to insert the image one level above.
o Add Shape below: Used to insert the image one level below.
o Add Assistant: Used to create an intermediate image between two
levels.
The screenshot of AddShape is given below:
• Click on the relevant option. In the above figure, only two choices are
available, so you can select any one.
• Select Add Shape After to insert the picture after the existing SmartArt
image in your document.
• Select Add Shape Before to insert the picture before existing SmartArt
image in your document.
• Deleting the image from the SmartArt is much easier than inserting one.
Select the particular SmartArt image that you want to delete and either
press the delete key or the backspace key.
2.3 BULLETS AND NUMBERING
Bullets and numbering allow you to present information in the simple ways. With
the help of bullets and numbering, information is separated easily in the form of list.
This helps in saving the space in the document. Bullet and numbering option are
available in the paragraph group on the Home tab. Microsoft Word lets you to
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Material 21
Styles create bulleted and numbered lists, to specify different lines or topics. Once you
create bulleted and numbered list, each time you press enter, same bullets are
added to your list. If you want to add another bullet, then you can choose different
bullets and numbering from the Home tab. If you hit enter twice, then you will
NOTES return to the earlier level. If you hit enter twice at the end of the list, then the list will
be terminated.
The screenshot of bullet and numbering list is as shown:
Bulleted list
The screenshot of different types of bullets that can be used to create a bulleted
list are as shown:
Custom bullet
You can define your own bullet using Define New Bullet option. When you click
on this option, following dialog box appears. This holds option for setting picture,
symbol and font of the bullet character. It also contains the options for alignment
and for seeing the preview of the page.
The screenshot of Define New Bullet dialog box is as shown:
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Numbered list Styles
Numbered list dialog box contains different types of numbered lists like Recently
Used Numbered Format, Numbering Library and Document Number Formats.
The screenshot of different types of numbered list is as shown: NOTES
Custom Numbering
You can define your own numbering using Define New Number Formats option.
When you click on this option, a dialog box appears containing options for setting
number format. It also contains the options for alignment and for seeing the preview
of the page.
The screenshot of Define New Number Formats dialog box is as shown:
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Material 23
Styles Creating own bullet in Microsoft Word 2010
Microsoft Word 2010 enables you to use different types of existing bullets from
the bullets library. It also helps you to create and use your own bullets. While there
NOTES are lots of bullets present in the Microsoft Word library, if you want to create your
own bullets in the form of symbols or pictures, you have to follow these steps:
• To create the new bullet, firstly go to the Home tab. In the Home tab,
under the Paragraph option, click on Bullets option.
• When you click on the Bullets option, Bullet Library will open showing
the existing bullets (See figure below).
• To create a new bullet, click on the Define New Bullet option, as shown
in the figure above. When you click on the Define New Bullet option,
Define New Bullet window will open on the screen. The screenshot for
Define New Bullet is given below:
• In the Define New Bullet window, there are three bullet options: Symbol,
Picture and Font. Select one of them.
• You can click on any option according to your choice. Here, we a have
clicked on the Symbol Button. After clicking on Symbol button, a new
Symbol window opens. The screenshot showing the Symbol window being
accessed is given below:
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24 Material
Styles
NOTES
• After selecting a particular symbol from the Symbol window or a picture

from the Picture Bullet window, click on OK button.
• Now the created bullet will appear in the bullet library (See figure below).
• Now you can use this bullet anywhere in your documents. For Example:
o Welcome
o Test
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Material 25
Styles Multilevel Bullet list
The Multilevel Bullet list shows bullets at different levels, rather than those indented
at one level. Multi-level bullet or number list is similar to the outlined number list.
NOTES Sometimes, one level of bullets is not enough; therefore you have to use or create
a multilevel bullet list. Microsoft Word 2010 allows you to customize the bullets at
nine different levels. Customizing your bullet list allows you to be more creative.
The following procedure helps to change the available bullet, or to add bullets to
create different levels in the bullet list:
• Go to Home tab. In the Home tab, under the Paragraph option, click on
the Multilevel list option.
• After clicking on the Multilevel list option, List Library will open which
will show the existing bullets and number list (See figure below) with three
options: Change List Level, Define New Multilevel List and Define
New Style.
• To create a new multilevel bullet list, click on the Define New Multilevel
List option as shown in the figure above. When you click on this option,
the Define New Bullet window will open on the screen (see figure below).
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26 Material
Styles
NOTES
• Select the level of bullet, then choose the Number or Bullet style for this
level and click OK button. You can see a preview of the multilevel list on
the right hand side of Click level to modify.
• For example, we have created a Bullet:♣, now we can use this bullet at
different levels.
Level-1: Level-1, 2: Level-4:
♣ India ♣ India • India
♣ Delhi • Delhi
• University
♣ College
Check Your Progress

1. Which is the default style in Word 2010?
2. What are style sets?
3. What does illustration area provides?

QUESTIONS
1. The default Style chosen in the word is Normal.

2. Style sets are the combination of title, heading, and paragraph styles, which
can be formatted all at once.
3. Illustrations provide the facility to insert pictures and clip art from the files
and website provider. It also provides the facilities to add different type of
shapes, smart art, charts and taking screenshot directly from the document.
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Material 27
Styles
2.5 SUMMARY
• Style helps in the enhancement of the document in the easiest and quickest
NOTES ways. It provides sophisticated look to the document. The default Style
chosen in the word is Normal.
• Style sets are the combination of title, heading, and paragraph styles, which
can be formatted all at once.
• An illustration is the area which is used to insert different types of images.
Illustrations provide the facility to insert pictures and clip art from the files
and website provider. It also provides the facilities to add different type of
shapes, smart art, charts and taking screenshot directly from the document.
• SmartArt graphics is used to illustrate and organize various kinds of ideas in
Microsoft Word. It helps to represent valuable contents more effectively
using diagrammatical representation.
• Bullets and numbering allow you to present information in the simple ways.
With the help of bullets and numbering, information is separated easily in
the form of list.
• You can define your own bullet using Define New Bullet option.
• The Multilevel Bullet list shows bullets at different levels, rather than those
indented at one level.
2.6 KEY WORDS
• Illustrations: It is the area which is used to insert different types of images.

• Clip Art: It contains the random images or the images representing a specific
group.
2.7 SELF ASSESSMENT QUESTIONS

AND EXERCISES
1. Perform the following operations on any word document.

(i) Select the desired text and apply a style. Style is found in the style
group of the Home tab.
(ii) Modify the style.
(iii) Insert pictures from your computer, web, shapes, SmartArt and charts
using illustration group in the Insert tab.
2. Open a new document and write the various applications of MS Word.
Also, use bullets or number to enhance its appearance.
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Styles

Saxena, Sanjay. 2011. MS Office 2007 in a Nutshell. Noida: Vikas Publishing NOTES
house.
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Material 29
Table Manipulations
UNIT 3 TABLE MANIPULATIONS

NOTES Structure
3.0 Introduction
3.1 Objectives
3.2 Enhancing the Documents
3.4 Summary
3.5 Key Words
3.0 INTRODUCTION
In this unit, you will learn how to enhance the documents using tables, columns, an
borders and shading. Table consists of the rows and columns. Rows are horizontal
and columns are vertical. At the intersection of the rows and column there is a cell
which contains the text.
3.1 OBJECTIVES
• Explain the working with tables
• Apply borders and shading to enhance the appearance of the document
3.2 ENHANCING THE DOCUMENTS
There are various features provided by MS word to enhance the documents. We

begin with the working of tables, columns and sections. Use of borders, shading,
header and footers will be discussed next in this section.
Table
Table consists of the rows and columns. Rows are horizontal and columns are
vertical. At the intersection of the rows and column there is a cell which contains
the text. We can format the tables according to our requirements.
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30 Material
Creating a table Table Manipulations
• Go to the Insert tab and click on the Table option.

• Move your cursor over the grid, the table will appear in the document. We
can add the desired number of rows and columns in the table. Left click on NOTES
the gridwhen the size of the table is appropriate.
The screenshot of the table created using the grid is as shown:
• Sometimes, the required table might be greater in size than that is available
in the grid. In that case, click on the Insert Table button and enter the size
manually.
The screenshot of the table created manually is as shown:
• Below the grid, there are other options that can be used to design the table
according to the requirement.
The screenshot showing the other options available for creating a table is as
shown:
Self-Instructional
Material 31
Table Manipulations
NOTES
Deleting the table

• Click on the table. Table layout will be displayed on the top.
• Click on the Delete button.
• Select the Layout tab if this is not already selected.
• Click on the Delete Table button. This will delete the table. Other actions
can also be performed on the table according to the requirement.
The screenshot of Delete Table is as shown:
Column
Insert Column
• Click on the table. Go to the Layout tab.
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32 Material
• In the Layout tab, go to the Rows and Columns section. Table Manipulations
• Click on Insert Right or Insert Left for inserting a column on the left and
right side of the particular column.
The screenshot of inserting a column on left or right of a selected column in NOTES
a table is as shown:
Insert Row
• In the layout tab, go to the Rows and Columns section.
• Click on Insert Above or Insert Below button for inserting a row above
or below the row where the cursor is present.
The screenshot of inserting a row above or below a selected row in a table is
as shown:
Sections
Section means splitting the cells or table into different parts or sections.
1. Splitting the cells
• Go to the particular cell in the table. Then, go to the layout menu.
• Click on Split Cells button. Split cells dialog box appears that prompts to
enter the number of rows and columns.
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Material 33
Table Manipulations • Specify the rows and columns. The cell will be divided into sections.
The screenshot of Split Cells is as shown:
NOTES
2. Splitting the table

• Go to a particular row in the table from where you want to divide the table.
Go to the Layout bar.
• Click on Split Table Button. The table will be divided into sections. The
row that was selected will be the first row of the second table of the split
tables.
The screenshot of Split Table is as shown:

With Microsoft, the user can apply border to a table. You can also provide different
shades to the table of your choice.
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34 Material
Applying Border to a table Table Manipulations
• Select the table to which you want to apply the border.

• Click the Border button to select the border from different types of border.
• You can delete the border by selecting No Border option. NOTES
The screenshot of Border option is as shown:
Use the ‘Border’ option

• Select the table. Click the Border button, a list will appear. Click on border
and shade option.
• A dialog box will appear, select border from that dialog box.
• Choose the border of your choice and color and apply it to the table.
The screenshot of Borders options is as shown:
Adding shades to the table

• Select the row or column you want to shade. Go to Border button.
• Select Borders and Shading option from the list. A dialog box will appear.
Select Shading tab and select the color of your choice.
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Material 35
Table Manipulations • Apply the shade to the row or column. The row or column will get shaded.
The screenshot of Shading option is as shown:
NOTES

MS Word provides significant feature ‘Proofing’ for checking the text in the
document by using the option ‘Spelling & Grammar’. If you have made mistakes
in the document while typing the text then you can use the numerous proofing
features provides by MS Word to produce error-free and professional documents.
You can check the spellings in the document and after making necessary correction
you can change the corrected spelling in the whole document.
Running a Spelling and Grammar Check
1. To start the proofing of the document text, on the Review Tab go to the
Proofing group option and then select the command Spelling & Grammar.
2. The following Spelling pane will be displayed on the right side of the screen.
MS Word will provide one or more suggestions for every error in the
document text. Select the correct suggestion (as shown below) to modify
the error if you want and then click on ‘Change’ to change this specific
error or click on ‘Change All’ to modify the similar error in the whole
document. If you do not want to modify or change the error then click
on ‘Ignore’ for ignoring this error or click on ‘Ignore All’ for ignoring
the similar errors in the whole document. Generally, the error is
highlighted by a red line in the document text.
3. MS Word will go through each error in the document till you review all the
errors in the current document. When you review the last error in the
document then the following dialog box will be displayed on the screen to
confirm that the checking of spelling and grammar is now completed. Click
on OK.
4. You can also manually modify or correct the spelling errors in the document
when no suggestions are provided by MS Word.
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36 Material
Ignoring Errors Table Manipulations
Do not entirely depend upon the Spelling and Grammar check as it may not be
correct always. Essentially while checking errors in grammar, it is possible that
MS Word may not notice various grammatical errors. It is also possible that at NOTES
times the Spelling and Grammar check option may mark any spelling as incorrect
while actually it is correct, for example name of people or place which is not
included in the MS Word predefined dictionary. Use the following options for
checking a spelling or grammatical error.
Checking ‘Spelling Errors’
 Ignore: When you click on ‘Ignore’ option then the MS Word will skip
checking the marked word, i.e., it will not be changed.
 Ignore All: When you click on ‘Ignore All’ option then the MS Word will
not only skip checking the marked word, i.e., it will not be changed, but
it will also skip checking all other occurrences or instances of the similar
word in the current MS Word document.
 Add: When you click on ‘Add’ option then MS Word will add the marked
word to the existing predefined dictionary so that it will not be marked
as error again. Before clicking on the Add option check the spelling of
the word to ensure that the marked word is spelled accurately.
Checking ‘Grammar Errors’
MS Word provides detailed explanation for each marked ‘Grammar Error’ that
why it is incorrect. It also displays some related example sentences or phrases to
explain the concept, as shown in the given Illustration. These examples will help
you in determining whether to change the marked sentence or phrase by clicking
on the Change option or to ignore it by clicking on the Ignore option.
Change: When you click on the Change option then MS Word will modify or
change the marked sentence or phrase in the document with the suggestion that
you have selected.
Ignore: When you click on the Ignore option then MS Word will skip checking
the word or phrase in the document without making any change or modification to
it.
In the following example, MS Word has marked the Grammar error and is
suggesting to ‘Capitalize the first word of a sentence.’ because the first word is
typed wrong with small letter.
Automatic Spelling and Grammar Checking
By default, MS Word will automatically check the Spelling and Grammar errors in
the document. Hence, there is no need to perform a separate checking in the
document for spelling and grammar. MS Word indicates these errors by distinct
colored and wavy lines. Self-Instructional
Material 37
Table Manipulations • If the word is marked with the red wavy line then it indicates that it is a
misspelled word, i.e., the spelling of the marked word is incorrect.
• If the word or sentence is marked with the blue wavy line then it indicates
that it is a grammatical error, i.e., either the usage of word is grammatically
NOTES incorrect or the sentence includes misused words.
Check Your Progress

1. Write the steps to insert a row in a table.
2. Write the steps for applying border to a table.

QUESTIONS
1. Following are the steps to insert a row in a table.

• In the layout tab, go to the Rows and Columns section.
• Click on Insert Above or Insert Below button for inserting a row
above or below the row where the cursor is present.
2. Steps for applying border to a table are:
• Select the table to which you want to apply the border.
• Click the Border button to select the border from different types of
border.
3.4 SUMMARY
• Table consists of the rows and columns. Rows are horizontal and columns
are vertical. At the intersection of the rows and column there is a cell which
contains the text.
• Section means splitting the cells or table into different parts or sections.
• MS Word provides significant feature ‘Proofing’ for checking the text in
the document by using the option ‘Spelling & Grammar’. If you have
made mistakes in the document while typing the text then you can use the
numerous proofing features provides by MS Word to produce error-free
and professional documents.
3.5 KEY WORDS
• Border: Border is used to add the border around the document that is on
left, right, top and bottom side.
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38 Material
 Shades: Shades are used to design or provide different shades to rows Table Manipulations
and columns of a table.
3.6 SELF ASSESSMENT QUESTIONS AND NOTES

EXERCISES
1. Apply the following on a word file.

(i) Insert a table of 4 rows and 4 columns
(ii) Add a row/ column to this table
(iii) Split cell
(iv) Split the table
(v) Delete the table
2. Create a table with the following fields.
(i) Employee id
(ii) Employee name
(iii) Designation
(iv) Permanent address
(v) Phone number
Also, enhance its appearance using border and shading
3. Apply spelling and grammar check on a document.

house.
Self-Instructional
Material 39
Page Formatting
UNIT 4 PAGE FORMATTING

NOTES Structure
4.0 Introduction
4.1 Objectives
4.2 Formatting Word Documents
4.3 Page Setup and Break
4.4 Header or Footer
4.5 Mail Merge
4.6 Macros: Recording, Editing and Using
4.7 Working with Hyperlinks
4.9 Summary
4.10 Key Words
4.0 INTRODUCTION
In this unit, you will learn about the formatting word documents. It is necessary in
order to create an effective document. There are various types of that can be used
to format documents. You can apply font and paragraph formatting to keep the
documents simple and appealing.
4.1 OBJECTIVES

• Discuss how to apply buttons and icons of font toolbar
• Explain how to apply paragraph formatting
• Insert page break, margin and header and footer
• Explain the use of mail merge
• Record, edit and use macros
• Add hyperlinks in the document
4.2 FORMATTING WORD DOCUMENTS
Formatting word document is necessary in order to create an effective document.

In case of formatting, you format a text, letters, words, pictures, paragraphs, and
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so on. It can be applied to any portions of word documents. There are four types Page Formatting
in which formatting are classified, which are character, document, section and
paragraph. There are various tools which let you format the word documents. You
can apply font and paragraph formatting; create bullet and numbering to show the
information in point. You can also apply various styles to enhance the text. In this NOTES
section, you will learn to format a word document by applying different formatting
effects.
Font and paragraph formatting is one of the most important styles of formatting. If
you doesn’t apply any style, then font and paragraph formatting are applied by
default. It is applied to keep the documents simple and appealing.
Font Formatting
Font formatting is used to change the appearance of words or a single character.
It is present in the Home tab of ribbon view. You can apply the Font formatting by
highlighting the text.
Font Formatting contains the various controls for providing a quick access
to many frequently used functions.
The screenshot of Font Formatting is as shown:
The available buttons and icons of the Font Formatting toolbar are as
follows:
• Font dropdown box of the Font Formatting helps in
changing the font of text or number when selected. You can choose any
font by clicking on the dropdown menu. The default font in Word is
Calibri (Body).
• Font Size dropdown box of the Font Formatting helps in
changing the size of the text when selected. You can choose any size by
clicking on the dropdown menu. The default font size in Word is 11.
• Grow Font button of the Font Formatting helps in increasing the
size of the text when selected.
• Shrink Font button of the Font Formatting helps in decreasing the
size of the text when selected.
• Change Case dropdown menu of the Font Formatting helps in changing
the case of the selected text. Self-Instructional
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Page Formatting For example:
Suppose you have written “Hello”. You want to change the uppercase letter
to lowercase, then you can choose Change Case dropdown menu to do that.
NOTES The screenshot of Change Case is as shown:
• Clear Formatting menu of the Font formatting helps in clearing

the formatting by selecting that particular area. It is useful in situation
where you want to remove entire formatting at once.
• Bold button of the Font Formatting toolbar helps in making selected
text or numbers bold and in removing bold formatting when the text or
numbers are already bold.
• Italics button of the Font Formatting toolbar helps in making selected
text or numbers italics and in removing italics formatting when the text or
numbers are already italics.
• Underline dropdown box of the Font Formatting toolbar helps in
making selected text or numbers underline and in removing underline
formatting in already underlined text or numbers. You can choose any
type of line from Underline dropdown menu.
• Strikethrough button draws one straight line throughout the
selected word.
For example:
Consider the following sentence “See the effect”. If you apply Strikethrough
effect by selecting the words then the same sentence will look as shown: “See the
effect”.
• Subscript button helps in making selected text or character look
smaller without changing its Font size. It places them below the other
characters.
For example:
Consider the following set of character “a5b.” If you apply Subscript effect
by selecting number 5, then the following set of character will look as shown:
“a5b.”
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Page Formatting
• Superscript button helps in making selected text or character look
smaller without changing its Font size. It places them above the other
characters.
For example: NOTES
Consider the following set of character “a5b.” If you apply Superscript
effect by selecting number 5, then the following set of characters will look as
shown: “a5b.”
• Text Effects dropdown menu of the Font Formatting toolbar
helps in drawing colored line around the text. You can choose any color
from dropdown menu.
For example:
Consider the following sentence “See the effect”. If you apply Text Effect
by selecting the text then the same sentence will look as shown: “See the effect”
• Highlight button of the Font Formatting toolbar highlights the
text or number with the specified color. By default, “Yellow” color is
selected. You can choose any color from the drop down menu. You can
add and remove the color by clicking the specific color.
• Font Color button of the formatting toolbar helps in changing the
color of the text. By default, “Red” color is selected. You can choose
any color from the drop down menu.
Paragraph Formatting
Paragraph formatting is used to change the appearance of paragraph. It is present
in the Home tab of ribbon view. You can apply the Paragraph Formatting by
selecting the paragraph. It contains various controls for providing a quick access
to many frequently used functions. All options of paragraph formatting are found
in the paragraph group.
The screenshot of Paragraph Formatting is as shown:
The available buttons and icons of the Paragraph Formatting toolbar are
shown:
• Bullets button of the formatting toolbar helps in creating and
removing the bullets of the selected paragraph.
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Page Formatting
• Numbering button of the formatting toolbar helps in creating and
removing the numbers of the selected paragraph.
• Multilevel list button of the formatting toolbar provides you the
NOTES
facility of adding numbered lists of items, using multiple levels.
• Decrease Indent button decreases the indentation level of the

paragraph.
• Increase Indent button increases the indentation level of the
paragraph.
• Sort button helps in sorting the text, number and date to either
ascending or descending order.
• Show/Hide shows or hides the formatting symbols of various
sections of adocument. Arrow symbol denotes tab and dot denotes
space. It is set from left to right direction.
• Align Text Left button of the formatting toolbar helps in alignment
of text, number, paragraph and object to left.
• Align Center button of the formatting toolbar helps in alignment of
text, number, paragraph and object to center.
• Align Text Right button of the formatting toolbar helps in alignment
of text, number, paragraph and object to right.
• Align Justify button of the formatting toolbar helps in alignment of
text, number, paragraph and object to both left and right margins.
• Line and Paragraph spacing of the dropdown menu helps in
changing the amount of space between the paragraphs when selected.
You can choose any space by clicking on the dropdown menu.
• Shading dropdown box helps you to add colored background to
the area of text which is selected.
• Bottom Border dropdown box helps in selecting the borders
from optionsin the dropdown menu. By default, “Bottom Border” is
selected. You can change border to Top Border, Left Border, Right
Border etc. You can add and remove the border around any texts,
pictures or paragraphs.
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Page Formatting
In any Microsoft Word document, the Font option determines the document’s
appearance at the time of view or print. If the first user shares a document with a
second user and the second user does not have the same font installed, then NOTES
Microsoft Word will change the font automatically in the second user’s document.
Microsoft Word 2010 helps to embed fonts in documents.
The following steps explain how to embed fonts:
• Firstly, go to File tab in Microsoft Word 2010 which appears on the left
side of the ribbon window and then click on Options. The screenshot for
opening Options is given below:
• When you click on Options, the Word Options dialogue box will appear
on your screen. The screenshot showing Word Options dialog box is
given below:
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Page Formatting • In Word Options dialogue box, Click on Save. Screenshot for accessing
Save option is as follow:
NOTES
• As you click on Save button, various options will appear on your screen.
Go to Preserve fidelity when sharing this document option. Now select
the checkbox of Embed fonts in the file. The screenshot for accessing
Preserve fidelity when sharing this document is displayed below:
• Alongside, the Embed fonts in the file option. two checkboxes are also
present,
• Embed only the characters used in the document: This checkbox is
checked when the user wants to minimize the size of the file.
• Another option “Do not embed common system fonts”, is used for
embedding exotic fonts.
The screenshot for embedding fonts in a file is given below:
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• Finally click on OK button to complete the process. Page Formatting
Check Your Progress

1. What is the default font type in Word? NOTES
2. What is the default font size in Word?
3. What is the use of justify button?
4.3 PAGE SETUP AND BREAK
Break: In word, a new page begins after the previous page is completely filled
but with the help of break, the user can force the text to start from the new page.
Insert page break
• Open the document. Go to the location from where you want to start a new
page.
• Go to the Insert tab and click Page Break. New page will start from the
insertion point.
The screenshot of Insert page break is as shown:
Page Setup: This option is present in Page Layout tab. It helps in setting the
orientation of the page in the document. It also includes options for setting margins
on a page and page break. By default, the orientation of a page is selected as
Portrait. You can also choose landscape mode. Let’s learn about margin.
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Page Formatting
The screenshot of Page Setup dialog box is as shown:
NOTES
Margin
• Open the document; go to Page Layout option and click on Margins
tab. A listwill appear. Click on Custom Margin option available.
• A dialog box will appear that specify the margins you want to keep for the
document.
The screenshot of selecting the Margins option is as shown:
4.4 HEADER OR FOOTER
Header and footer are the important parts of any document. They are used for
representing information about the document such as the page number, heading of
the document etc. Header is present on the top of the document and footer is
present at the bottom of the document.
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Adding Header or Footer Page Formatting
• Click on the Insert tab. After this, click on either Header or Footer
whichever you want to apply to the document. A list appears from which
you can select the header you want to apply to the document. NOTES
• When you select the header, it will appear in the editable form in which you
can write whatever you want to add.
The screenshot of inserting the header in the document is as shown:
Editing the Header or Footer

• Click on the Insert tab. Select header or footer whichever you want to
edit. A list will appear with the option Edit Header.
• Click the Edit Header button. The header is now available in editing form
so that you can edit it.
The screenshot of Edit Header is as shown:
4.5 MAIL MERGE
Mail Merge is a very useful application of MS Word 2010. It is used to create

multiple letters envelope and nametags using the information stored in a file or
spreadsheet or database.
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Page Formatting Steps to use Mail Merge are as follows:
1. Start with an existing word document or create a new document.
2. Click on the Mailing tab which is present at the top of the screen along
NOTES with other dropdown menus.
3. Select the Start Mail Merge command.
The screenshot of Start Mail Merge option is as shown:
4. Select the Step by Step Mail Merge Wizard.

Now, the Mail Merge task pane will appear which will guide you through
the rest of the process in six steps, which are described as follows:
1. You will have to choose the type of document which you would like to
create from the choices of Letter, E-mail messages, Envelopes etc. Let’s
choose Letter here.
The screenshot of Select document type is as shown:
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2. In this step, choose one of the given options on which the Mail Merge is Page Formatting
to be used. You can choose the latest document in the given example.
Click on the Next: Select Recipient.
The screenshot of Use the current document is as shown:
NOTES
3. If there is no existing list, then we can add the new list by choosing Type
a new list option. Then choose Create.
The screenshot of New Address List is as shown:
Select Use an existing list. Now you require an address list to be automatically
placed in the document.
The screenshot of Use an existing list is as shown:
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Page Formatting You can select the list from already created excel sheets or you can add the
addresses by yourself using the Mail Merge Wizard.
The screenshot of Select Table is as shown:
NOTES
4. The basic steps to create letters are complete and now you have different
copies of letter with different addresses. Add placeholders in the letter
to add this information.
• To add the details of the recipient’s, first select Edit recipient list. Then,
select the place on the letter where this information is to be placed.
The screenshot for selecting name of Mail Merge Recipients is as shown:
• Click on the Next: Edit recipient list. Select Address Block, Greeting
line etc. from the task pane.
The screenshot for selecting letter type in Mail Merge is as shown:
• Select the appropriate dialogue boxes from the available choices.

• Click Next after completing this step.
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5. Before finalizing, you can preview the letter for each recipient and check Page Formatting
whether the names and addresses match. After completing, go to next

step.
6. Click on the print option to print the letters. The merge and print dialogue
NOTES
box appears. Select all or few selected letters according to your choice
to be printed. Select OK. A print dialogue box will appear. Adjust the
print settings and then print the letters. Enjoy mailing.
4.6 MACROS: RECORDING, EDITING AND USING
Macros are used to automate a task which is performed repeatedly. Using macros,
a task becomes easy and the chances of mistakes are reduced, as the data is
converted into pre-recorded the commands . To work on macros, the first thing
you should look at is the Developer tab or the View tab inside the Ribbon. All
options related to macros and macro security are given on these tabs.
The following steps explain how you can add the Developer tab to the ribbon if
it is not available:
1. Click on the File tab inside the ribbon.
2. Select Options from the navigation bar. The Word Options dialog box
opens.
3. Click on the Customize Ribbon option, given on the left pane of the
dialog box .
4. On the right pane, check the Developer tab from the Main Tabs and
press the OK button.
5. Developer tab will appear on the ribbon for macro recording and editing.
This tab is found in the Code section..
The steps enabling you to view the macros from the View tab, are given below:
1. Click on the View tab inside the ribbon.
2. Go to the Macros section and click on the Macros dropdown box. This
will help you record, view and edit the macros.
Recording the Macro
Macros can be recorded in two ways— either by using the Developer tab or
with the help of View tab, present inside the ribbon.
The following steps tell you how to record the macros:
1. Click on the View tab present inside the ribbon. Go to the Macros section
and click on the Macros dropdown box. You will be able to record the
macros using Record Macro button.
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Page Formatting A screenshot displaying the Record Macro option isgiven below:
NOTES
2. Click on Record Macro option, the Record Macro dialog box will appear.
A screenshot displaying the Record Macro dialog box is given below:
3. In Macro name section, write the name of the macro. There are two
options available, which are Button and Keyboard. There options indicate
that there are two ways to store the macros, present in the document you
are working on or in any other document. Click on the Keyboard button,
in order to assign a hotkey to the macro.
A screenshot after clicking the Keyboard button is given below:
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4. Enter shortcut key under Keyboard, in Press new shortcut key box. Page Formatting
A screenshot after entering Shortcut key is given below:
NOTES
5. Next click Close button to record the macros. A pointer like cursor will
appear which indicates that macros are being recorded.
6. Write text in the Word document and click on Stop Macro from the Macros
dropdown box.
7. In order to view t macros, click the shortcut key or click View Macros
option from Macros dropdown box. When you press shortcut key, the
macros will automatically be displayed. When you click View Macros
option, you will be asked which macros you want to view. Click on the
respective macros to open them.
Editing the macros
Macros can only be edited when you have recorded the macros. Following steps
indicate how you can edit the macros.
1. Click on the View tab present inside the ribbon. Go to the Macros section
and click on Macros dropdown box. This will help you view the macros
using View Macro button. When you click on the View Macro button,
the Macros dialog box will appears.
A screenshot displaying Macros dialog box is given below:
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Page Formatting 2. Choose the macros which you want to edit and click Edit button. Whenever
anything is written in Word, the VB code is generated automatically.
A Screenshot displaying what happens when you click on Edit button is
given below:
NOTES
3. The user can edit the macro according to his requirements.

A screenshot showing the macro editing stage is given below:
4. Click on Save button to save the macros. After closing VBA editing, click
on View Macros to see the changes which are being made in macros.
Uses of Macros Macros have multiple uses, some of which are listed
below:
• Basically, Macros are used to increase the speed of work.
• They are used in order to automate complex tasks.
• By using macros, multiple commands are combined enabling you to
insert anything with the help of a shortcut key.
4.7 WORKING WITH HYPERLINKS
Hyperlinks in the document give quick access to location outside the domain of
word. We can add links to a website or an e-mail etc. using the hyperlinks. The
hyperlink address can be embedded in any word text.
Steps to add Hyperlinks are as follows:
1. Select the text or picture in which you want to embed the hyperlink.
2. Select Hyperlinks from the link group in Insert tab.
The screenshot of Hyperlink is as shown:
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3. Click on Existing File or Web Page to link an existing webpage under the Page Formatting
Link To header.
4. Type the address of the webpage in the Address bar.
The screenshot of Insert Hyperlink is as shown: NOTES
5. You can also choose the address from the files in your computer by selecting
one of the Current folders, Browsed pages or Recent files option.
6. Type the text in Text to display text box which you want to be displayed
when cursor is placed on the hyperlink.
7. Click on the Screen Tip button.
8. You have successfully created a hyperlink. Now, you can try different
hyperlink creating options by changing your choice preferences in link to
header.
Custom hyperlinks can also be created which points to a specific location in
other word documents. For that, under the link to header, select the current
folder and then select the file to which you want the hyperlink to be directed.

QUESTIONS
1. The default font in Word is Calibri (Body).

2. The default font size in Word is 11.
3. Align Justify button of the formatting toolbar helps in alignment of text, number,
paragraph and object to both left and right margins.
4.9 SUMMARY
• Formatting word document is necessary in order to create an effective

document. In case of formatting, you format a text, letters, words, pictures,
paragraphs, and so on.
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Page Formatting • Font and paragraph formatting is one of the most important styles of
formatting. If you doesn’t apply any style, then font and paragraph formatting
are applied by default.
• Font formatting is used to change the appearance of words or a single
NOTES
character. It is present in the Home tab of ribbon view.
• Paragraph formatting is used to change the appearance of paragraph. It is
present in the Home tab of ribbon view. You can apply the Paragraph
Formatting by selecting the paragraph. It contains various controls for
providing a quick access to many frequently used functions.
4.10 KEY WORDS
• Decrease Indent: This button decreases the indentation level of the

paragraph.
• Align Center: This button of the formatting toolbar helps in alignment of
text, number, paragraph and object to center.
• Subscript: This button helps in making selected text or character look
smaller without changing its Font size.
4.11 SELF ASSESSMENT QUESTIONS AND

EXERCISES
1. Prepare a document while applying the following formatting styles.

(i) Font formatting functions
(ii) Use all options of paragraph formatting
(iii) Apply header and footer
2. What is the significance of Mail merge? Explain with the help of its application
on a document.
3. Add a hyperlink in the existing word document.

house.
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Modifying a Worksheet
UNIT 5 MODIFYING A
WORKSHEET
NOTES
Structure
5.0 Introduction
5.1 Objectives
5.2 Requisite Excel: Essential Features
5.3 Advanced Spreadsheet Modifications
5.4 Macros
5.6 Summary
5.7 Key Words
5.0 INTRODUCTION
Microsoft Excel (MS Excel or Excel) is the program that is used for creating the
Excel sheets or worksheets. It is used by businessmen and individuals for storing
data and its interpretation. It is a part of MS Office, which provides the facilities of
storing data in the form of table that contains rows and columns. This program
helps in doing the tasks at the faster speed as all the calculations are performed
using formulas and functions. If you have used MS Excel 2010 earlier, you will
notice that more complicated features have been added. It includes features such
as calculation, pivot table, slicers, sparklines and many more. The programming
language used by the Excel for applications is Visual Basic.
5.1 OBJECTIVES

• Understand how to save and open a worksheet
• Hide and unhide rows and columns
• Create and run macros
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5.2 REQUISITE EXCEL: ESSENTIAL FEATURES
Microsoft Excel is used for storing the data in the form of table. It is used by
NOTES several organizations to perform complex calculations, statistical analysis and
tracking income and expenses. It uses pie charts, slicers, sparklines to easily analyze
the data. Excel 2010 provides very interactive features which help in analyzing
and visualizing the data in productive and innovative ways. In this unit, you will
learn about the essential features of MS Excel, various ways of building Worksheets,
methods of formatting and filtering data, management of Excel worksheets and
various shortcut commands to perform the task easily.
Keyboard Shortcuts
Action Keystrokes
Moves between the Excel sheet from left to right CTRL+PageUp
Moves between the Excel sheet from right to left CTRL+PageDown
Unhides the hidden part of the Excel sheet CTRL+SHIFT+(
Makes the border around the selected cell CTRL+SHIFT+&
Removes the border around the cell CTRL+SHIFT_
Apply the current symbol having two decimal places CTRL+SHIFT+$
Apply percentage without any decimal CTRL+SHIFT+%
Apply scientific number with two decimal places CTRL+SHIFT+^
Put date, month and year in the data CTRL+SHIFT+#
Puts the time according to 12 hour clock CTRL+SHIFT+@
Enter the correct time CTRL+;
Display the format cells box CTRL+1
Remove or put the bold formatting CTRL+2
Remove or put the italic formatting CTRL+3
Remove or apply underline CTRL+4
Remove or put strikethrough CTRL+5
Apply alteration between hide and displaying objects CTRL+6
Select the whole Excel sheet CTRL+A
Removes the particular data from the sheet either for CTRL+X
pasting somewhere else or permanently
Hide the selected rows CTRL+9
Hide the selected columns CTRL+0
Copies the particular content CTRL+C
Displays the find and replace dialog box CTRL+F
Helps in inserting the hyperlink in the document CTRL+K
Creates the new Excel sheet CTRL+N
Creates the table at the selected place CTRL+T
Close the selected Excel sheet CTRL+W
Repeats the last command CTRL+Y
Redo the last command CTRL+Z
Displays the Excel help box F1
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5.3 ADVANCED SPREADSHEET MODIFICATIONS
The new version of MS Excel comes with several newer modification options.
These features are advanced because they facilitate users in hiding personal or NOTES
important official information and managing rows and columns of the spreadsheet
more effectively.
After designing a simple spreadsheet, users can manage and secure the
information easily by using advanced options of modification.
Thus, by making adjustments or modifications in the columns, rows, cells or
text, it is possible for the user to create a well-presented, professional document.
Excel 2010 also provides certain worksheet operations for working with rows
and columns.
There are several menus or tabs in MS Excel like File, Home, Insert, Page
Layout, Formulas, Data, Review and View. By clicking on any of the tabs,
various groups of options or commands appear as the Ribbon Interface. All
these tabs contain different options for managing spreadsheets easily.
Out of all, the two options for modifying and for making your Spreadsheet or
Worksheet more presentable are discussed below:
• Hide or Unhide Rows and Columns: This command or operation is found
in the Cells group of the Home tab under the Ribbon interface.
• Freezing and Splitting Rows and Columns: This command is found in
Windows group of the View tab.
These options provide different types of views for rows, columns and spreadsheets,
helping to protect or conceal selected portions and to browse data on the sheet
easily and conveniently.
This command set available on the Format menu of the Cells group, performs the
function of hiding or displaying the rows and columns of the workbook or
spreadsheet that has been selected.
This option enables the user to hide or show the specific content, rows and
columns. It also enables the user to reveal concealed rows or columns in order to
restore the worksheet or spreadsheet to its original unmodified form.
Steps for accessing Hide & Unhide command or option are as follows:
1. Go to the Home tab of the Ribbon view or interface and find the Cells
group.
2. Click on the Format button of the Cells group.
Screenshot displaying the Format button of the Cells group displayed by the
Home tab is as shown:
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NOTES
3. When you click on the Format button of the Cells group, a drop down
menu containing the list of various commands for managing and protecting
the cells, rows, columns and sheets appears.
Screenshot displaying the Hide & Unhide command included in the Visibility
option is as shown:
4. Now, move the cursor to Hide & Unhide for selecting the desired functions
or operations.
• Hiding Rows and Columns
The task of hiding a selected row, column or concealing specific content is sometimes
essential for protection of important data. This feature also helps the user to
change the view of the worksheet or to manage or simplify it in a better way.
For example: The account section of any organization maintains various financial
records for the office but these don’t need to be displayed before the employees
of other departments.
Secondly, if an employee of a department demands or asks the account
section to show him his personal record, in such a case hiding the records of
other employees becomes essential.
Steps for hiding rows/ columns are as follows:
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1. Move the cursor on the Hide & Unhide command under Visibility Modifying a Worksheet
option of the Format button.

2. When you select the command, a task pane containing four separate
options for hiding and showing the rows and columns appears.
NOTES
Screenshot displaying the options under Hide & Unhide command are as
shown:
3. Now, in order to hide rows and columns, select a row/a column or a

group of rows/columns by clicking on the displayed numbers and dragging
them using the mouse.
Screenshot displaying the selection of a group of rows and columns is as
shown:
4. After selecting the required number of rows and columns, click on the
option Hide Rows for concealing the rows or Hide Columns for hiding
the columns.
Thus, as you click on any of the two options available for hiding rows and
columns, the selected rows and columns will be hidden.
For Example: If you have selected rows 2, 3, 4, 5 to hide, then these rows
will not be shown and the sheet will start from row number 6.
A Screenshot displaying the worksheet after selecting the Hide Rows option
is as shown:
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Modifying a Worksheet • Alternative ways of hiding Rows and Columns:
There are two more ways for hiding rows/columns, which are discussed
below:
NOTES o Right click on the rows or columns selected and click on Hide within
the popup menu.
o From the Cell Size section of the Format button, click on Row Height
or Column Width and set it to zero (0) or the value of your choice.
Screenshot of Row Height or Column Width under Cell Size option is
as shown:
Now, when you click on Row Height or Column width, two separate
dialog boxes for each one of them appears in front of you. After writing the desired
value of Row Height and Column Width, you can click on the OK button.
Screenshots of Row Height and Column Width dialog boxes are as shown:
• Unhide Rows and Columns

When you need to unhide or display the concealed/ invisible rows or columns
again, you have to use the Unhide option of the Hide & Unhide command set.
This option will restore the worksheet to its original form and you can then continue
with your work.
Steps for un-hiding or displaying the hidden rows or hidden columns are as follows:
1. First click on Format of Cells group.
2. Now, drag or select at least one row or column located above or below the
hidden row or on either side of the hidden column.
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3. Click on Unhide Rows or Unhide Columns option under in Visibility Modifying a Worksheet
section of Format popup menu.

Freezing refers to the freezing or locking of selected rows, columns or portion of NOTES
the sheet, in order to make them visible even during the scrolling of the rest of the
worksheet. It also prevents the user from losing track of the location or the area of
the worksheet where he or she was working at a certain point in time.
Thus, this feature of MS Excel 2010 gives you the flexibility of viewing
certain rows and columns of the spreadsheet all the time.
Splitting refers to dividing the window into two or more resizable views. By using
this option users can view different records of the current record-set at the same
time.
These two features or operations are available in the Windows group of the
View menu.
Screenshot displaying the Windows group containing the buttons or controls
for Freezing and Splitting operations is as shown:
• To Freeze Rows and Columns

Steps for freezing rows and columns are as follows:
1. First go to the View tab of the menu bar and click on it.
2. In the Windows group of the View tab, find the button Freeze Panes and
click on it.
3. When you click on the Freeze Panes drop down button, you will find
three sub-options:
• Freeze Panes: Helps to freeze the row above and column left to the
selected cell.
• Freeze Top Row: Helps to freeze the top row only.
• Freeze First Column: Helps to freeze the first column only.
Screenshot displaying the Freeze Panes and the options available for freezing
are as shown:
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NOTES
For example: Suppose in your worksheet, the first row contains the names of the
products and first column contains different years. The intersection cells will contain
the production quantities of different products in different years.
Screenshot displaying an example of a Product Worksheet with only 7 rows
visible at a time is as shown:
Now, to view more rows, you need to scroll the page. While scrolling Row1
moves to the top and becomes invisible but the headings must be visible all the
time to keep track of the data. Thus, it becomes necessary to freeze Row 1 and
ColumnA.
Steps to be applied, for freezing the desired row and column are as follows:
1. First select cell B2, located below the row and to the right of the column
selected for freezing.
2. Click on the View tab from the menu bar and then click on the Freeze
pane drop down menu.
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3. As you click on the Freeze Pane sub-option, Row 1 and Column A, will Modifying a Worksheet
both freeze and will be shown all the time even if you scroll down moving to
a high numbered row of the worksheet.
Screenshot displaying the frozen row and column after applying Freeze Pane
NOTES
sub-option is as shown:
4. Once you have clicked the Freeze Panes sub-option, then this option will
be automatically converted into Unfreeze Panes enabling unlocking of frozen
rows and columns.
• Splitting Spreadsheet
The Split command of the Windows group under the View tab allows you to see
and access multiple and distant parts of the worksheet. By using this feature you
will be saved from the effort of creating a new window while making comparisons
among the different sections of the same worksheet.
Steps required for splitting a window are as follows:
1. Select the cell below the row and to the right of the column where the split
bar should appear. In the above snapshot cell E8 is selected.
2. After making the selection, click on the View tab of the menu bar to display
the Split button of the Windows group.
3. Now, as you click on the Split option, your sheet will be separated or split
into different sections or panes.
4. Also, after performing the split operation once, if you click again on Split,
then the worksheet will revert to its original state.
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Modifying a Worksheet For example: Using this feature, in a Production example worksheet, you can
view the first six records as well as the forthcoming records in another split
section:
Screenshot of a split worksheet is as shown:
NOTES
Here, in the given worksheet, cell E8 is selected. Now, you can view the
last three records as well as the top seven records in another split pane.
 Alternate method of splitting the worksheet
Excel provides two split tools in the work area; one at the top of the vertical scroll
bar and the other on the right of the horizontal scroll bar.
Snapshot of Split tool on the right side of horizontal scroll bar is as shown:
Steps to Split using ‘Split’ tool are as follows:

1. Press the left button of mouse when split icon appears (Split icon looks
like )
2. Then, start dragging the mouse to the left.
3. Drop the mouse where the split is needed.
5.4 MACROS
Macros in MS-Excel are used to make repetitive tasks in the workbook easy.
They save the user’s time and ensure accuracy of data as same command is
executed. To create a macro with no errors, requires proper planning. Macros
are the shortcuts of any action.
For example: If you need to apply certain formatting options repeatedly,
then a button could be designed which brings all these formatting options together.
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When this button is clicked, all the options will be applied. This shortcut is called Modifying a Worksheet
Macro. You can also assign a shortcut key for running macro.
There are two ways of creating a macro in Excel, which are as follows:
 Macro can be created by using Record Macro option, which records NOTES
keystrokes and mouse actions.
Method of creating Macro, with the help of Record Macro option is as
shown:
1. With the help of Record Macro, simple macros can be created. First
click on the Developer tab present on the ribbon.
2. After that select Record Macro from Code section. Record Macro
dialog box will appear.
3. Write the name of the macros, the user can even specify shortcut key
for the macros, as well as description and place where to store the
macros.
4. Click OK button. After that type text in excel specifying which action
user wants to perform.
5. Finally, Click on Record Macro option once again to stop recording
and to save the macro.
 Macros can also be created by using Visual Basic Application
programming language for a set of commands.
Method for creating Macro with the help of Visual Basic Application is
as follows:
1. More complicated macros or tasks can be created by taking up coding
in VBA editor. Click Visual Basic option present inside the Code
section.
2. After clicking, Visual Basis Application for excel sheet will open. Click
on any sheet of Microsoft Excel Objects. The general declaration section
of Excel will open.
3. Write the macro code in the general declaration section. Provide a proper
name for the macro. Previous created macros are also edited in VBA
editor. The macro will be created in MS Excel.
Methods to run a Macro
Macros can be tested by running them on the workbook. Macros run in the same
order as they are created in the worksheet.
There are two methods to run a macro which are as follows:
 Macro Dialog Box: Methods of running a macro with the help of a Macro
Dialog Box is as shown:
1. Go to the Developer tab which is present on the ribbon.
2. Go to the Code group and click on the Macros option.
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Modifying a Worksheet 3. A Macro dialog box will appear, with the list of all macros stored or
created. Select the name of the macro you wish to run and click on Run
button.
• Record Macro dialog box: The user can also choose to press the shortcut
NOTES
key to run the macro, but only if the key has been provided during the
recording of the macro. This is the fastest way to run the macro. Methods
for running a macro with the help of Record Macro dialog box is as shown:
1. Click on Record Macro option present in the Code section.
2. In Code section, provide a shortcut key to run to macro. In order to run
the macro, a shortcut key button is pressed, with the help of a keyword.
Editing a Macro
Macros are basically a programmed sub-module scripted in VBA (Visual Basic
for Application) and are editable inside the VB editor present in MS-Excel. The
user can create macros either by recording them or coding them in VBA editor.
Also, macros can be edited, whenever required by the user. However, the user
should be careful while editing a macro as a small mistake or error in the
programming of macro, can change into a run-time error thus affecting the working
of the macro.
Steps which are required for editing a macro are as follows:
1. In the Code group of Developer tab, click on Macros option. A list of
all Macros will appear in the macro dialog box.
2. Select the macro which needs to be edited.
3. Click on the Edit button on the right hand side. The VBA editor will
open. The user can edit the macro here.
Saving a Macro in Workbook
When a macro is saved in the normal Excel workbook format, a dialog box appears
giving you Yes and No options. If you want to save a file or workbook without
the macros, click on the Yes button.
Screenshot displaying the dialog box wherein macro is saved in a normal
Excel workbook is as shown:
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The method to save a macro in the workbook is as follows: Modifying a Worksheet
1. To save the workbook with the macros, click on the No button.

2. When the No button is clicked, the Save As dialog box appears asking the
user about the location and format of the file. Basically, macros are not NOTES
saved in the general Excel workbook format i.e. the .xlsx extension. Instead,
they are stored in macro enabled workbook format i.e. in.xlsm extension.
From the Save As Type drop down, select Excel Macro-Enabled Workbook.
Then, click on Save button. Now, the excel workbook is saved with macros.
Check Your Progress

1. What is the file format extension of worksheet?
2. What are the steps required to edit a macro?

QUESTIONS
1. In Microsoft Excel 2010, files are saved in .xlsx format.

2. Steps which are required for editing a macro are as follows:
(i) In the Code group of Developer tab, click on Macros option. A list
of all Macros will appear in the macro dialog box.
(ii) Select the macro which needs to be edited.
(iii) Click on the Edit button on the right hand side. The VBA editor will
open. The user can edit the macro here.
5.6 SUMMARY
• Microsoft Excel is used for storing the data in the form of table. It is used by
several organizations to perform complex calculations, statistical analysis
and tracking income and expenses.
• Hide or Unhide Rows and Columns command or operation is found in the
Cells group of the Home tab under the Ribbon interface.
• Freezing and Splitting Rows and Columns command is found in Windows
group of the View tab.
• Freezing refers to the freezing or locking of selected rows, columns or portion
of the sheet, in order to make them visible even during the scrolling of the
rest of the worksheet. It also prevents the user from losing track of the
location or the area of the worksheet where he or she was working at a
certain point in time.
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Modifying a Worksheet • Macros in MS-Excel are used to make repetitive tasks in the workbook
easy. They save the user’s time and ensure accuracy of data as same
command is executed.
NOTES
5.7 KEY WORDS
• Cell: It is the interaction of row and column.

• Worksheet: It is the Excel sheet in workbook.
• Workbook: It is Excel document that contains Excel sheets.

EXERCISES
1. Apply the various shortcut keys on a worksheet.

2. Use hide or unhide and freeze or split options on rows and columns of a
worksheet.
3. Create and run a macro in MS Excel 2010.

house.
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Formatting Cells
UNIT 6 FORMATTING CELLS

Structure NOTES
6.0 Introduction
6.1 Objectives
6.2 Hyperlinks in MS Excel
6.3 All Formulas and Functions
6.3.3 Date and Time Functions
6.3.4 Math Functions
6.3.5 Statistical Functions
6.5 Summary
6.6 Key Words
6.0 INTRODUCTION
In this unit, you will learn about the hyperlinks, formulae and functions. Excel file is
a workbook that contains one or more worksheets. Hyperlinks in excel files helps
in navigating between worksheets. By default, each Excel file has three worksheets.
You will also learn to insert formulae and functions that makes working simpler
and easier.
6.1 OBJECTIVES

• Create hyperlinks in MS Excel
• Insert formulae and functions
• Explain types of cell referencing
6.2 HYPERLINKS IN MS EXCEL
Hyperlink provides a connection enabling the user to open another worksheet or

workbook or any website. Text written in any cell may be defined as hyperlink.
Text or picture in a cell when clicked, works as a link helping to open target file.
Hyperlinks are generally used for navigating between worksheets, different files
or different web pages.
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Formatting Cells Steps which are needed to create hyperlinks are as follows:
1. Select any cell which contains text, picture or chart.
Screenshot depicting selection of a cell is as shown:
NOTES
2. There are three ways to open the Insert Hyperlink dialog box. They are:
A. Right click on the selected cell and click on Hyperlink.
B. Click on Hyperlink option of Links group under Insert tab.
C. Press the keyboard shortcut CTRL+K.
3. After applying either of the three options, an Insert Hyperlink dialog box
will appear.
Screenshot depicting Insert Hyperlink dialog box is as shown:
4. In Link to option, select Place in this Document for linking the selected
cell with another cell of the same document/worksheet.
5. In Text to Display text box, type the text which is to be displayed, when
the hyperlink is created.
6. In Type the cell reference text box, enter the cell which you want to link
with current cell.
7. From Or select a place in this document list box, select the name of the
sheet within the current document which is to be linked.
8. Click on OK.
In Hyperlink dialog box, the Link to: option is used to select the document
to be linked with the current cell.
If you want to link any existing file or web page with the selected cell, select
Existing File or Web Page option. Create New Document is selected in order
to create a link with the new document and E-mail Address option is selected in
order to link with any E-mail address.
Excel 2010 provides some options to find specific data, replace previous data
with new data, and go to specific cell. These are done by Find, Replace and Go
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to command. Find command is used to find quickly specific text, number in Formatting Cells
worksheet. Replace command is used to find and replace any data with new
data. Go to command is used to jump on a specific cell or range of cells. These
commands are available on Editing group on Home tab. Let us learn these
commands one by one in detail. First, we will learn to find text or number in NOTES
worksheet.
Find:
Steps to Find text or number are as follows:
1. Click on Editing group on Home tab
2. Click Find& Select on Editing group.
3. Click on the Find command.
The screenshot of Find & Select is as shown:
4. On clicking, Find and Replace dialog box appears. Type a text or number
that you want to find.
The screenshot displaying 107 number in Find what box is as shown:
5. Click on Find Next button. It selects the cell where 107 numbers placed.
6. If you click on Find All button, the location of all the occurrences of that
number or text is displayed.
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Formatting Cells Replace
Steps to Replace text or number are as follows:
1. Click on Editing group on Home tab
NOTES 2. Click Find & Select on Editing group.
3. Click on the Replace command.
The screenshot of Replace is as shown:
4. On clicking Replace, Find and Replace dialog box appears. Type a text
or number in Find what and Replace with box.
The screenshot of displaying 107number in Find what and127 number in
Replace with textbox is as shown:
5. Click on Find Next button. It will select cell where 107number is placed.
6. Click on Replace button. The number107is replaced with 127.
The screenshot of table after replacing 107 with 127 using Replace button
is as shown:
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7. If you click on Replace all, it will replace all the occurrences of the 107 Formatting Cells
and replace it with 127.

Go To
Steps to use Go To command are as follows: NOTES
1. Click on Editing group on Home tab.
2. Click Find & Select.
3. Click on the Go To command.
The screenshot of Find & Select is as shown:
4. On clicking Go To, Go To dialog box appears that prompts to enter

reference. Enter the cell reference where you want to jump, say D3:D7.
The screenshot of Go To dialog box is as shown:
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Formatting Cells 5. Click OK button. The cellsD3 to D7are selected.
Screenshot of table after clicking OK button is as shown:
NOTES
6.3 ALL FORMULAS AND FUNCTIONS
There are various formulas and functions available in Microsoft Excel 2010, which
make Excel simpler and easier to use. Let’s explore these functions in the next
sections.
Arithmetic Operators involve four major operations. These are: addition,
subtraction, division and multiplication. These are known as the basic operators.
These basic operators can be combined so as to perform more complex
mathematical operations.
For example, if it is required to add cells A1 and A2 and then multiply their
sum by a third cell (A3), then in Excel, this operation can be performed using the
formula:
Similarly, if you want to add cells from A1 to A5 and then multiply their sum
by a third cell (A6), then, write the formula as:
This formula adds numbers in the cell from A1 to A5 and the answer obtained
is multiplied by number in cell A6. The answer is displayed in the cell where formula
is written. While performing more complex operations on an arithmetic operator,
operator precedence plays a very important role. Excel follows the BODMAS
(Bracket Order Division Multiplication Addition Subtraction) rule of order of
execution in arithmetic operations. The order precedence will be clear with the
help of following example:
1. Open a new Excel sheet. In cell A1, enter 25. In cell A2, enter 50 and
in cell A3, enter 2.
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2. Click in cell A5 and enter the formula and hit enter. The answer displayed Formatting Cells
in A5 is 150.
3. Now, enter the formula and hit enter. The answer displayed in A5 is
125. Clicking on cell means that the result will be shown in this cell.
NOTES
In this example, the bracket is solved first where addition takes place.
Thereafter, the result is multiplied by third number outside bracket.
The screenshot representing the discussed example is as shown:

Function Description
BAHTTEXT It is used for transforming or converting a number to a text using the currency
format BAHT.
CHAR It is used for providing the character of the specified code number or value.
CLEAN It is used for clearing out all those characters from the text that are non-
pritable and will not be printed with the operating system.
CODE It is used for extracting the first character from the text string and returning
the numeric code for that.
DOLLAR It is used for converting a numeric value to text using the $ currency format.
EXACT It is used for finding or comparing two text values.
FIND It is used for locating the position of one text or substring within another text
or string.
FIXED It is used for rounding off the number and fixing the number of decimal
places.
LEFT It is applied to the text value for returning the leftmost characters from it.
LEN It is used for calculating the value of the length of the string.
MID It is used for returning the number of required characters using the provided
position, from the text string.
REPT It is used for repeating the text as per the number of times mentioned or given
RIGHT It is applied on a text value for returning the rightmost characters from it.
SEARCH It is used for searching or locating the required value or text within another
value or text
SUBSTITUTE It is used for replacing the old text with new or current text.
T It is used for checking whether the passed value is text or not. If the value is
text then it returns that and if it is not then double quotes are returned.
TRIM It is used for replacing and trimming out the extra spaces present in the text,
leaving behind only single spaces between words
VALUE It is used for converting the argument or value passed as number to text.
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Formatting Cells 6.3.3 Date and Time Functions
DATEVALUE It is used for representing the data in the Excel date-time format,
NOTES by converting the text to numeric value or numbers
DAY It is used for returning or calculating the day of the month by
converting the provided date or serial number
DAYS360 It is used for finding or returning the days present between two
provided dates. It calculates the number of days on the basis of
either a year of 360 days or twelve-30 days-months.
EDATE It is used for returning the same date in the serial format, by using
the supplied start date. The specified months are added or
subtracted from the start date to calculate the past or future dates.
EOMONTH It is used for calculating or finding out the last day of the month
using the given start date and specified month before or after the
start date.
MONTH It is used for extracting or returning the particular month from the
supplied or provided date.
NETWORKDAYS It is used for finding or returning the total number of working or
business days present between two dates. Weekends and holidays
are excluded while calculating the number.
NETWORKDAYS.INTL This is a New Function in Excel 2010. It is used for calculating
the total number of working or business days that are present
between the two dates. It also gives out the number of weekends
and holidays separately while calculating the number of workdays.
NOW It is used for calculating or returning the present date and time
TIME It is used for returning the time in the time zone format by using the
supplied values of Hour, Minute and Second.
TIMEVALUE It is used for returning the current date in a predefined format
without taking any arguments or values.
TODAY It is used for returning the current date in the predefined format
without taking any arguments or values.
WEEKDAY It is used for representing or finding the day of the week by using
the supplied date value.
WEEKNUM It calculates or finds out the week number from the given date.
WORKDAY It is used for calculating or knowing the date before or after given
number of working days and using a specific date as start date.
WORKDAY.INTL This is a New Function which has been added to Microsoft
Excel 2010. It is used for providing the valid date before or after
the supplied date, by calculating the given number of workdays on
the basis of weekends.
YEAR It is used for representing or extracting the year from a given date.
YEARFRAC It is used for calculating the year in fractional form, on the basis of
two supplied dates.
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6.3.4 Math Functions Formatting Cells
ABS It is used for converting the given or supplied number into its absolute value.
ACOS It is used for providing the value of a number in arccosine.
NOTES
ACOSH It is used for representing the inverse hyperbolic cosine of a number.
AGGREGATE New function that has been added to Microsoft Excel 2010.It is used for
calculating the aggregate value of a list of numbers or multiple arguments.
ASIN It is used for providing the value of a number in arcsine.
ASINH It is used for or representing the inverse hyperbolic sine of a number.
ATAN It is used for providing the value of a number in arctangent.
ATAN2 It is used for representing the arctangent of the supplied x coordinate and y-
coordinate.
CEILING It is used for returning the number after rounding it up to the nearest possible
integer number or value. The number is rounded up or down on the basis of
the sign the number has.
CEILING It is used for returning the number by rounding it up to the nearest possible
PRECISE integer number or value. The number is always rounded up irrespective of the
number’s sign.
COMBIN It is used for providing all the possible combinations of objects or group of
objects for the specified or given number of values or items.
EVEN It is used for returning the positive or negative number by rounding it up or
down to the even number that is nearest to the supplied number.
EXP It is used for returning the number in exponential form by raising the power
to the number supplied within the function.
FACT It is used for calculating or finding out the factorial of a number.
FLOOR It is used for returning the number by rounding it down to the nearest possible
integer number or value. The number is rounded up or down on the basis of
sign of the number.
FLOOR It is used for returning the number by rounding it down to the nearest possible
PRECISE integer number or value. The number is always rounded up irrespective of the
number’s sign.
GCD It is used for calculating or providing the greatest common divisor of a given
or supplied number.
INT It is applied or used on a real or fractional number to convert it into the nearest
possible integer.
LCM It is used for calculating the least common multiple or smallest common factor
of a given or supplied number.
MMULT It is used for returning the product of two arrays as a matrix product.
MINVERSE It is applied on a supplied array matrix to calculate or find out the inverse
matrix.
ODD It is used for returning the positive or negative number by rounding it up or
down to the odd number that is nearest to the supplied number.
RAND It is used for returning a number ranging between 0 to 1 randomly.
SQRT It is applied to a given number to calculate or return the positive square root
of that number.
SUMSQ It is applied on the list of numbers to return to determine the sum of the squares
of the numbers passed or referred.
TRUNC It is used for truncating or trimming the number by removing or extracting the
decimal points or fractional part from the number. Thus, it converts the given
number to an integer number or value.
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Formatting Cells 6.3.5 Statistical Functions
Functions Description
AVERAGEIF It is used to calculate the average according to certain criteria.

NOTES AVERAGEIFS It is used to calculate the average according to a set of criteria.
BETA:DIST It is used for returning beta cumulative distribution function.
BETA:INV It is used for returning the inverse of the beta cumulative distribution function.
BINOM:DIST It is used for returning binomial distribution probability.
BINOM:INV It is used for returning the inverse of the binomial distribution probability.
CHISQ:DIST It is used for returning chi-squared distribution.
CHISQ:DIST.RT It is used for returning chi-squared distribution of right tailed probability.
CHISQ.INV It is used for returning the inverse of chi-squared distribution.
CHISQ.INV.RT It is used for returning the inverse chi-squared distribution of right tailed
probability.
CHISQ.TEST It is used for returning the values of chi-squared distribution.
COUNTA It is used for returning total number of non-blanks in the cells.
COUNTBLANK It is used for returning total number of blanks in the cells.
COUNTIF It is used for returning the total number of cells on the basis of certain criteria.
COUNTIFS It is used for returning total number of cells on the basis of set of criteria.
COVARIANCE.P It is used for returning population covariance.
DEVSQ It is used to perform the summation of the square of the deviations.
EXPON.DIST It is used for returning exponential distribution.
F.INV It is used for returning the inverse of F probability distribution.
F.DIST.RT It is used for returning the right tail F probability distribution.
FORECAST It is used for predicting future values from a given value.
FREQUENCY It is used for finding the repetition of values within a range.
GEOMEAN It is used to perform the geometric mean.
HARMEAN It is used to perform the harmonic mean.
KURT It is used to perform kurtosis of the given data set.
LARGE It is used for finding the largest element present in the data set.
LINEST It is used for returning statistical information determining the graph line on the
basis of values of x and y coordinates.
LOGEST It is used for returning the exponential trend parameter.
LOGNORM.DIST It is used for returning log normal distribution.
MAXA It is used for returning greatest value from the argument list.
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LOGEST It is used for returning the exponential trend parameter. Formatting Cells
LOGNORM.DIST It is used for returning log normal distribution.
MAXA It is used for returning greatest value from the argument list.
MINA It is used for returning smallest value from the argument list.
MODE.MULT It is used for returning frequently used values. NOTES
NORM.DIST It is used for returning normal cumulative distribution of mean and deviation.
NORM.INV It is used for returning inverse of the normal cumulative distribution.
PERCENTRANK It is used to find the percentage rank of any element, present in the data set.
PERCENTILE It is used to find data set percentile.
POISSON.DIST It is used for returning position distribution.
QUARTILE It is used to find data set quartile.
STDEV.P It is used to find data set population standard deviation.
STDEV.S It is used for computing standard deviation on the basis of population sample
SMALL It is used to find the smallest element which is present in the data set.
TREND It is used for returning linear trend values.
TRIMMEAN It excludes the smallest and largest element in the data set and finds the mean.
VAR It is used to find the variance of the given data set.
VARP It is used to find the population variance of the given data set.

The location of a cell or a range of cells in a particular worksheet is called cell
referencing. Cell referencing is used to find user desired data. It is used to access
the data of cells. Cell referencing is of three types:
• Absolute
• Relative
• Mixed
Absolute Cell Referencing
It is most useful when you do not want to modify the cell reference (address of
cell) automatically. For absolute cell referencing, a dollar sign is placed before
both column and row number.
The screenshot displaying the implementation of absolute reference is as
follows:
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Formatting Cells In the above example, cell D2 contains the formula =$B$2*$C$2. Now
when this cell is copied to cell D5, the cell referencing does not change thus
producing the same result as cell D2.
Relative Cell Referencing
NOTES
Accessing cells just by their column and row number is called relative cell
referencing. In relative referencing, there is no need to put $ symbol before row
and column number. In relative cell referencing, the references automatically get
changed or adjusted when a function is copied from one cell to another. Excel
changes the cell addresses with respect to the row and column they are copied to.
In the above example, cell D2 contains the formula B2*C2. When this
formula is copied to cell D5 it changes to =B5*C5, showing relative adjustment
Hence the result 160 is displayed in cell D5.
Mixed Cell Referencing
Mixed Cell Referencing is a mixture of both absolute and relative cell referencing.
In mixed cell referencing, a dollar ($) symbol is placed either before the column or
the row number making only a part of reference absolute.
In the above example, the cell D2 contains formula B$2*C$2. Now, when
you copy the formula to cell E5, the column number automatically changes while
row number being absolute does not. Hence, E5 contains the formula C$2*D$2.
Check Your Progress

1. Write the syntax of date function.
2. What are the types of cell referencing?

QUESTIONS
1. The syntax of DATE function is “=DATE (Year, Month, Day)”.

2. Cell referencing in of three types:
(i) Absolute
(ii) Reletin
(iii) Mixed
6.5 SUMMARY
• Hyperlink provides a connection enabling the user to open another

worksheet or workbook or any website.
• Excel 2010 provides some options to find specific data, replace previous
data with new data, and go to specific cell. These are done by Find, Replace
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84 Material
• Arithmetic Operators involve four major operations. These are: addition, Formatting Cells
subtraction, division and multiplication. These are known as the basic

operators.
• Date & Time functions are used for making the modifications in date and
NOTES
time and also, to know the current date and time.
6.6 KEY WORDS

• Formatting: It means changing the property or the style of cell according
to the need of the user.
• Operator precedence: The execution of operators in standard order in a
mathematical operation is known as operator precedence.
• Concatenate: It is used to combine data from separate cells in one cell.
• Replace: It is used to replace data in a cell with another data.
• Product: It is used to multiply numbers in Excel.
• Median: It gives the middle value of all the numbers.
• Average: This function helps to find the average value of all the given
numbers.

EXERCISES
1. Create a hyperlink in an Excel sheet and use it to navigate in another sheet.
2. Apply find command to search for a text in a sheet.
3. How will you replace a text using replace command?
4. Create a record of employee having the following fields: Employee id, Name,
Salary, phone number. Perform the following operations.
(i) Find out the total number of employees.
(ii) Calculate average and total salary of the employees.
(iii) Increase the salary of every employee by 5%.
(iv) Insert date and time in this worksheet.

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Sorting and Filtering
UNIT 7 SORTING AND FILTERING

NOTES Structure
7.0 Introduction
7.1 Objectives
7.2 Sorting and Filtering Information
7.4 Summary
7.5 Key Words
7.0 INTRODUCTION
In this unit, you will learn about the sorting and filtering of data. Excel is an
amazing tool for analysing data and Sort and Filter are some of the most
commonly used features that helps to achieve it. Sorting is required to change
the order of the data but to focus on a specific set of your data, you can filter a
range of cells or a table.
7.1 OBJECTIVES

• Understand how to sort data in single column
• Sort and filter the multiple data
7.2 SORTING AND FILTERING INFORMATION
In MS Excel, you can store enormous data. If you want to arrange the data, you
can use Sort command. Filter command is used to find any specific information
from specific column. In Excel 2010, Sort and filter command are available
together in Editing group on Home tab. Both the commands are described in
further subsections.
Sort: Sort is most commonly used command to arrange the list of data in
alphabetical order. In Excel, there are two basic sorting methods such as A to Z
and Z to A. For example, if you want to arrange employee name in ascending
order, click on A to Z in Sort & Filter option. Sort command is used to visualize
the data such that it increases understanding and makes data easily searchable.
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Sort Data in single column Sorting and Filtering
Steps to Sort Data in single column are as follows:

1. Select a column in which data needs to be sorted.
2. Click on Sort & Filter option in Editing group on Home tab. It displays NOTES
drop down list.
The screenshot of selecting Sort & filter is as shown:
3. Click on Sort Largest to Smallest option. It displays Sort Warning dialog

box.
The screenshot of Sort Warning dialog box is as shown:
There are two options which are as follows:

• Expand the selection: Sort selected column with other columns data.
• Continue with the current selection: Sort only selected single column.
4. Click on Expand the selection.
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Sorting and Filtering 5. Click on Sort button.
The screenshot of selecting Sort button is as shown:
NOTES
To Sort multiple data

Steps to Sort multiple data are as follows:
1. Select whole table in Excel sheet.
2. Click on Sort & Filter option in Editing group on Home tab. It displays
drop down list.
The screenshot of selecting Sort & Filter is as shown:
3. Click on Custom Sort. It shows Sort dialog box as shown in the screenshot:
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4. Select the column that you want to sort in Sort by drop-down box. Sorting and Filtering
5. Select type of sort in Sort On list.

6. Select Values option if you want to sort text, number or date and time.
7. Select Cell color, Font color, Cell icon option if you want to sort data by NOTES
format.
8. Select order in Order list.
9. Add Level is used to add another column to sort by. Copy Level is used
to copy a column to sort by. Delete Level is used to delete selected entry.
Up or down arrows are used to change the order of the Column.
The screenshot displaying the options in Sort dialog box is as shown:
10. Click OK button. It displays a table which is as shown in the screenshot:
Filter
You can find any value, information quickly in worksheet using Filter command.
You can filter more than one column of data. Filter command creates a list of
data. Therefore, you can see any information from a list. Let’s learn how to use
filter command.
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Sorting and Filtering To filter data
Steps to filter data are as follows:
1. Select a table.
NOTES 2. Click on Sort & Filter option in Editing group on Home tab. It displays
the drop-down list.
The screenshot of selecting Sort & Filter is as shown:
3. Select Filter option. It displays a table with drop-down arrows in the header
of each column.
The screenshot of table after applying filter option is as shown:
4. If you click on drop-down arrows, it displays the list of data with check
box.
The screenshot of table displaying drop-down arrows is as shown:
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When you uncheck any check box of data, that data will not be displayed in the Sorting and Filtering
table.
Check Your Progress

NOTES
1. What are the two options available in sort warning?
2. What is the significance of filter command?

QUESTIONS
1. There are two options in sort warning which are as follows:

(i) Expand the selection
(ii) Continue with the current selection
2. You can find any value, information quickly in worksheet using Filter
command. You can filter more than one column of data. Filter command
creates a list of data. Therefore, you can see any information from a list.
7.4 SUMMARY
• In MS Excel, you can store enormous data. If you want to arrange the
data, you can use Sort command. Filter command is used to find any specific
information from specific column.
• In Excel, there are two basic sorting methods such as A to Z and Z to A.
• Filter command creates a list of data. Therefore, you can see any information
from a list.
7.5 KEY WORDS
• Sort Command: It is most commonly used command to arrange the list of

data in alphabetical order.
• Filter Command: It is a command that creates the list of data.

EXERCISES
1. Create an Excel sheet having enrolment data of a university. On this sheet,

perform the following:
(i) Sort records on the basis of smallest to largest enrolment number.
(ii) Sort records alphabetically.
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Sorting and Filtering 2. Apply a filter on the course field which displays records course wise.
3. Apply a filter that displays the student list separately on the basis of gender.
NOTES 7.7 FURTHER READINGS

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Graphics
UNIT 8 GRAPHICS
Structure NOTES
8.0 Introduction
8.1 Objectives
8.2 Working with Charts
8.2.1 Legends
8.4 Summary
8.5 Key Words
8.0 INTRODUCTION
In this unit, you will learn about the working with charts. A chart in Excel refers to
the tool that helps in representing data in the graphical form. It makes it easier for
the audience or a user to understand the task in simple language. It helps in
representing the comparison between the same types of data.
8.1 OBJECTIVES

• Create and identify chart tools.
• Create and set legends.
• Format and customize grid lines.
8.2 WORKING WITH CHARTS
A chart in Excel refers to the tool that helps in representing data in the graphical
form. It makes it easier for the audience or a user to understand the task in simple
language. It helps in representing the comparison between the same types of data.
There are many functions that can be performed with charts. Let’s learn to create
a chart.
Steps for creating a chart are as follows:
1. Select the cells (rows and columns) containing data for which the chart is
to be created.
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Graphics The screenshot to select all the cells of the table is as shown:
NOTES
2. Go to Insert tab, select the chart type which you want to insert from the
Charts tab.
The screenshot displaying different chart types is as shown:
3. Select the chart of your choice. It gets displayed in the worksheet.

The screenshot to display the chart of the table is as shown:
Chart Tools
Chart tools are the tools that can be used to modify the inserted chart. It appears
when the chart is selected in the worksheet.
The screenshot displaying the Chart Tools is as shown:
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Steps for changing the chart type are as follows: Graphics
1. Go to Design tab and select Change Chart Type option.

The screenshot displaying the Change Chart Type option is as shown:
NOTES
2. A Change Chart Type dialog box gets displayed on the screen.

3. Choose any chart from the list of chart type, and then press OK.
The screenshot to choose a chart from the Change Chart Type dialog
box is as shown:
Steps to move chart to different worksheets are as follows:

1. Go to Design tab, select Move Chart command. A dialog box appears.
The screenshot to display Move Chart option is as shown:
2. Select the location where you want to move the chart by filling in the text
box Object in.
The screenshot to place the chart to the location as per the user choice is as
shown:
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Graphics 8.2.1 Legends
Legend refers to information about the elements of chart. Legends enable us to
understand what information is given by different colors and trend lines.
NOTES For example: If a record set has three fields, then each field in chart is
represented by a different color.
Snapshot of a chart which has a legend is as shown:
There are three fields shown in this chart: Income, Expense and Profit.
Each is represented by a different color.
Legend Options
Steps for formatting or setting legend as per requirement, are as follows:
1. Select chart.
2. Click on Layout to switch on Layout tab.
3. In this tab, you will find Legend option under Labels group.
Snapshot of Legend in Labels group is as shown:
In this option, you will find various choices to set the legend at the left, right,
top and bottom of the chart or as Overlay Legend. You can change the style as
well, by clicking on More Legend Options under the same popup menu.
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You find the Format Legend window also on the right click popup menu Graphics
of Legend.
A chart is a pictorial view of the numeric data contained by a sheet. In Excel 2010, NOTES
you will find various types of charts in the Charts group of Insert tab. These can
be easily inserted in the worksheet.
Excel provides 2D charts as well as 3D charts. You can insert them
according to your need.
Snapshot of a Column type 3D chart is as shown:
Formatting Axes
Steps needed to format the axes of the chart are as follows:
1. First select the chart by clicking on it.
2. Click on Layout under the menu bar in order to show the Layout tab.
Screenshot of Layout tab is as shown:
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Graphics 3. Click on Axes option under Axes group.
Screenshot of sub-options included under Axes option are as shown:
NOTES
4. Within Axes option, you will find various choices under both Primary
Horizontal Axes and Primary Vertical Axes.
Primary Horizontal Axes
Within this head, you will find the following options:
1. None: It is used when there is no need for the axes to be displayed. If you
click on this option, the horizontal axes will be removed.
2. Show Left to Right Axes: The chart presented above shows this option,
as the Vertical Axes is on the left moving to the right side.
3. Show Axes without Labeling: By applying this option, you can remove
only the labels of the axes. It has almost the same effect as the None
option.
4. Show Right to Left Axes: Vertical axis is moved to the right of the chart
and the labeling of horizontal axes starts from right, moving to left.
5. More Horizontal Axes Options: By clicking on this you will find a Format
Axes dialog box, enabling you to change the appearance of the axes. In left
pane of this dialog box you will find various formatting options for applying
on the axes.
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Primary Vertical Axes Graphics
Screenshot of sub-options of Primary Vertical Axes is as shown:
NOTES
Within this head, you will find following options:

1. None: It is used when there is no need for the axes to be displayed. If you
click on this option, the vertical axes will be removed.
2. Show Default Axis: It will show the default labels and orders.
3. Show Axis in Thousands: It will show number format in thousands.
4. Show Axis in Millions: It will show number format in millions.
5. Show Axis in Billions: It will show number format in billions.
6. Show Axis with Log Scale: It will show the log 10 based scale format of
the numeric values.
7. More Vertical Axis Options: On clicking on this you will find a Format
Axis dialog box, to set the values and apply formatting options.
Formatting Gridlines
A chart can have Horizontal as well as Vertical Gridlines. You can customize both
of them.
Steps needed to customize the gridlines are as follows:
1. Select the chart by clicking on it.
2. Click on Gridlines from Axes group of the Layout tab. You will find two
options: Primary Horizontal Gridlines and Primary Vertical Gridlines.
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Graphics Snapshot of sub-options of Gridlines is as shown:
NOTES
3. In both of the gridlines you will find same options. The options contained
under these heads are:
• None: Click on it if you don’t want to display gridlines.
• Major Gridlines: This option helps display gridlines with major units.
The gap between gridlines is more than that between minor gridlines.
• Minor Gridlines: Click on it to display gridlines with minor units. The
gap between gridlines is less.
• Major and Minor Gridlines: This option helps display Major as well
as Minor Gridlines. Major Gridlines will be shown with a slightly dark
colour.
Snapshots of Major, Minor and Major and Minor Gridlines for
Horizontal Gridlines are as shown:
• Major Primary Gridlines Options: Click on it to show a Major

Format Gridlines Dialog, enabling you to format and color the gridlines.
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Graphics
Check Your Progress

1. Define chart in excel.
2. What is legend in excel? NOTES

QUESTIONS
1. A chart in Excel refers to the tool that helps in representing data in the
graphical form. It makes it easier for the audience or a user to understand
the task in simple language.
2. Legend refers to information about the elements of chart. Legends enable
us to understand what information is given by different colors and trend
lines.
8.4 SUMMARY
• A chart in Excel refers to the tool that helps in representing data in the
graphical form. It makes it easier for the audience or a user to understand
the task in simple language. It helps in representing the comparison between
the same types of data.
• Chart tools are the tools that can be used to modify the inserted chart. It
appears when the chart is selected in the worksheet.
• Legend refers to information about the elements of chart. Legends enable
us to understand what information is given by different colors and trend
lines.
8.5 KEY WORDS
• Chart: A chart in Excel refer to the tool that helps in representing data in the
graphical form. It increases the understanding of the audience or a user.
• Chart Tools: These tools are used to modify the inserted chart. It will
appear when the chart is selected in the worksheet.
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Graphics
EXERCISES
NOTES 1. Create a chart in MS Excel representing the data given below:

Year Number of LED
manufactured
2013 20k
2014 24k
2015 30k
2016 33k
2017 40k
2. Create a chart representing the data given in table. Also, create legends that
helps in understanding what information is given using different colours and
trend lines.
Year Income Expense Saving
2014 62000 41000 21000
2015 70000 44000 26000
2016 55000 48000 7000
2017 71000 55000 16000

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Creating a Presentation
UNIT 9 CREATING A
PRESENTATION
NOTES
Structure
9.0 Introduction
9.1 Objectives
9.2 Requisite Powerpoint: Essential Features
9.2.1 File Management; 9.2.2 Shortcuts and Tips
9.3 Formatting Presentations
9.3.1 Working with Layouts/Templates; 9.3.2 Working with Masters
9.5 Summary
9.6 Key Words
9.0 INTRODUCTION
Microsoft PowerPoint (MS PowerPoint or PowerPoint) is a program which is

used for creating presentations. It is used by the working professionals, students
and politicians for creating attractive presentations. It consists of information in the
form of text and various visual aids such as graphics, pictures and video, which
keeps the audience interested. This way of presenting information and sharing of
ideas increases visual literacy among users. This unit emphasizes on each and
every aspect of creating and designing presentations.
9.1 OBJECTIVES

• Create, save and open the presentation
• Working with layouts and master slides
• Apply themes and design templates
9.2 REQUISITE POWERPOINT: ESSENTIAL

FEATURES
Microsoft PowerPoint is used for creating the presentations. The presentation

consists of series of Slides on which information in the form of text, pictures,
graphics, audio, etc. Each slide can be viewed one after other, just like flipping
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Creating a Presentation pages of a book, in the form of Slide Show. The PowerPoint presentation can
also be converted into a video with the help of custom animations. Let’s start the
unit by first learning file management and information management in PowerPoint.
NOTES 9.2.1 File Management

File management is the task of maintaining the newly created folders or the existing
folders in the computer. It involves various tasks such as saving the presentation
and opening it from the saved location and many more.
Saving a document
In PowerPoint 2010, by default, files are saved in .pptx format. In the previous
version, files are saved in .ppt format. There are different ways of saving the files
in your computer depending upon the requirements.
Saving the presentation in PowerPoint
Steps for saving the presentation in PowerPoint are as follows:
1. Go to the File tab which is present on the left hand side of the ribbon.
2. Go to the Save As option of the File tab on the left most side of the screen.
The screenshot of Save As option in File tab is as shown:
3. As you click on the Save As option, a Save As dialog box appears. From
the dialog box, you can choose the required drive or folder where you want
to save the file.
The screenshot of Save As dialog box is as shown:
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4. In the Save As dialog box, go to the File Name text box to write the name Creating a Presentation
of the file.
5. Choose the format in which you want to save the File. By default file format
is .pptx.
NOTES
6. Click on the Save option available on the bottom right side of the dialog
box to save the file.
Opening a presentation in PowerPoint
Steps for opening a presentation are as follows:
1. Go to the File tab which is present on the left hand side of the ribbon.
2. Go to the Open option of the File tab.
The screenshot of an Open option is as shown:
3. As you click on the Open option, an Open dialog box appears. Choose
the appropriate drive and folder from where you want to open the file.
The screenshot of an Open dialog box is as shown:
4. Choose the file which you want to open by writing its name in the File
name text box.
5. Click on the Open option to open the file.
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Creating a Presentation 9.2.2 Shortcuts and Tips
Shortcuts and Tips for MS PowerPoint are as follows:
Action Keystrokes
NOTES Align the text on left Alt+1
Align the text to right Alt+3
Align the text to horizontal centre Alt+2
Distribute text horizontally Alt+4
Align the text on top Alt+Shift+1
Align the text vertical centre Alt+Shift+2
Bring the text to front Alt+Shift+W
Bring the text forward Alt+Shift+S
Outlining all headings Alt+Shift+A
Send the text back Alt+Shift+Q
Expand the text Alt-Shift +
Normal view Ctrl+1
Increase font size Ctrl +Shift+Y
Decrease font size Ctrl+Shift+X
Regroup objects Ctrl+Shift+G
Redo the last command Ctrl+Z
Underline the selected text Ctrl+U
Paste the copied or cut text Ctrl+V
Move up one paragraph Ctrl+Up+Arrow
Move to end line End
Open the help box F1
Start the presentation from the beginning F5
Check the spellings of the text F7

Change the cases of the letter from uppercase or Shift+F3
lowercase
Start the presentation from the current slide Shift+F5
Copies the particular content Ctrl+C
Justify the text Ctrl+J
Bold the text Ctrl+B
Italic the text Ctrl+I
Center align Ctrl+E
Hide the slide Ctrl+H
New slide Ctrl+M
Save the text Ctrl+S
Move to the beginning of the line Home
Open Ctrl+O
Move to the next slide N
Go to the previous slide P
Select the whole PowerPoint Ctrl+A
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Display a black screen B Creating a Presentation
Display a white screen W
End the slide Esc
Move to the next hidden slide H
Close the window Ctrl+W or Ctrl+F4 NOTES
Removes the particular data from the sheet Ctrl+X
either for pasting somewhere else or
permanently
Displays the find and replace dialog box Ctrl+F
Menu bar F10
Place the cursor at the end of the line End
Open the new window Ctrl+N
Move to the next PowerPoint window Ctrl+F6
Broadcasting slide show Ctrl+F5
Paste the content Ctrl+V
Repeat Find Shift+F4
Redo Ctrl+Y
Show heading level 1 Alt+Shift+1
Turn character formatting on or off Num+/
9.3 FORMATTING PRESENTATIONS
Microsoft PowerPoint 2010 is a software package that is easy to install and use.
It helps to create powerful and visually appealing presentations. The presentations
can be formatted using layouts, masters, design templates and themes, which are
discussed in the following sections.
9.3.1 Working with Layouts/Templates
Layouts are the predefined
and inbuilt slides that define
containers, formatting and
positioning of the content in a
slide. Microsoft Office
PowerPoint 2010 has nine
built-in slide layouts. The
layouts can also be created
and customized according to
our need. Also, it is possible
to share the layouts with other
people.
The screenshot of inbuilt
layouts or predefined
layout present in PowerPoint 2010 is as shown:
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Creating a Presentation Each layout has different types of placeholders at different locations. A placeholder
is a dotted rectangular box which contains data in the form of text, picture, pie
chart, etc. It determines the location of the data inserted. Placeholders cannot be
added to individual slides although they can be inserted in a slide master.
NOTES
Standard Layout
When we open a new presentation in PowerPoint, the default slide that opens is
called Title Slide.
The screenshot of Standard Layout is as shown:
The other standard layouts like Title and content, Two Content, Comparison,
etc. can also be used instead of Title Slide depending upon the need.
Custom Layout
Sometimes the presentation needs a different kind of slide layout which is not
available in the built in layouts. In this case, we are allowed to create our own
layout according to our need. These layouts are called as custom layout. In
custom layout, we can add any number of placeholders, apply any theme, effects
or background according to our need. These customized layouts can also be
stored as a template so that we can use them whenever the need be.
Steps for creating a custom layout are as follows:
1. Click on View tab and then click on Slide Master tool.
2. As you click on the Slide Master tool, a Slide Master tab gets displayed
on the ribbon. In Slide Master tab, click on Insert Layout.
3. Now, click on Insert Placeholder which is present in the Master Layout
group in order to add context, text, picture and other placeholders.
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4. When modification in the layout gets completed then switches to File tab. Creating a Presentation
5. Click on Save As, then type the name of custom layout and select
PowerPoint Template in Save as type list.
6. Click on Save button. NOTES
The screenshot of creating a Custom Layout is as shown:
You can customize your layout by adding text, picture, graph, charts, sound, movies
and many more things.
9.3.2 Working with Masters
Slide masters helps to create good and attractive presentations in less time. When
all the slides need to have same font type or company logo then, for solving this
purpose we make changes in the slide master.
We can change font, add images and can make other changes in the slide
master. To get to slide master we need to click on View tab and then click on
Slide Master. The master slide is the top slide in the Slide Master View pane.
If we edit the top slide of the slide master, then, the changes performed on the
Master slide will automatically appear in all the slides of the presentation.
Slide master is used because of the following reasons:
• If you want to change style in various slides in the presentation, then,
you have to make changes only in the layouts and Slide Master in the
Slide Master View. You are required to make changes in the Slide
Master only once, hence, all the slides following that master reflect
those changes.
• After making changes in the Slide Master like formatting or adding
content in the form of fonts, images, charts, shapes, background etc.,
they cannot be deleted by anyone working in the Normal view.
Steps to create a custom layout are as follows:
1. Click on the View tab and then click on Slide Master tool.
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Creating a Presentation 2. As you click on the Slide Master tool, a Slide Master tab gets
displayed on the ribbon. In Slide Master tab, click on Background
tool to change the background of slides.
3. When modification in the layout gets completed, switch to File tab.
NOTES
The screenshot of changing the background of slides to style 7 using Slide
Master is as shown:
4. Click on Save As option in the File menu, type the name of custom
layout and then select PowerPoint Template in Save as type list.
5. Click on the Save button.
The slide master should be created before making a presentation otherwise,
the slides may not fit in the slide master design owing to formatting or background
colors .
Themes and design templates are the palette of font’s colors and graphics like 3D
images or shadows that work in tandem to produce visually appealing slide
presentations. By default, office theme is applied on the new presentation.
Steps for Applying Themes are as follows:
1. Click on the Design tab.
The screenshot of Design tab is as shown:
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2. Click on the theme which you want to select for slide. Also, the color, font Creating a Presentation
size and effects of slide can be changed by clicking in shown buttons.

Changing Color Placeholders, Font Placeholders and Effects
PowerPoint allows you to change different placeholders. Placeholders are boxes NOTES
with dotted boundaries that hold the object in its place on a slider layout. You can
resize or reposition a placeholder, change the font, size, case, color, or spacing of
text when a placeholder or delete a placeholder. You can make changes to a
placeholder globally using slide master feature in PowerPoint. This saves us the
trouble of making changes to individual slides.
Changing Color Placeholder
The steps which are needed for changing color placeholder are as follows:
1. Click on the View tab. Next, click on Slide Master present in the section
Master Views. When you click on Slide Master, Slide Master Tab is
added.
Screenshot displaying Slide Master tab is as shown:
2. Suppose the user wants to change the color placeholder of the theme. The
user must go to the Edit Theme group and select a theme from Theme
dropdown box.
3. Suppose the user wants to change the color of the text. Firstly, the text
needs to be selected. Afterwards the user navigates to the Home tab and
applies a font color which he wants by clicking on the Font Color dropdown
box present in the Font section.
Changing Font Placeholder
The steps needed for changing font placeholder are as follows:
Master Views. When you click on Slide Master, Slide Master tab is
added.
2. If the user wants to change the font placeholder of the theme, he must go to
Edit Theme group and choose a fonts using Fonts dropdown box.
3. Suppose the user wants to change the font of the specific text. Then, the
First thing to do is to select the text. Next, the user navigates to the Home
tab and applies any font he wants by clicking on the Font dropdown box.
This dropdown box is present in the Font section.
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Creating a Presentation Changing Effects
The steps which are needed for changing effects placeholder are as follows:
NOTES Master Views. When you click on Slide Master, Slide Master tab is
added.
2. The user can change the effects placeholder of the theme by going to Edit
Theme group and choosing any effect under the Effects dropdown box.
Check Your Progress

1. What is the shortcut key to save the presentation?
2. What are layouts?
3. Write the steps for applying themes.

QUESTIONS
1. CTRL+S is the keystroke to save a presentation.

2. Layouts are the predefined and inbuilt slides that define containers, formatting
and positioning of the content in a slide.
3. Steps for Applying Themes are as follows:
(i) Click on the Design tab.
(ii) Click on the theme which you want to select for slide. Also, the color,
font size and effects of slide can be changed by clicking in shown
buttons.
9.5 SUMMARY
• The presentation consists of series of Slides on which information in the
form of text, pictures, graphics, audio, etc. Each slide can be viewed one
after other, just like flipping pages of a book, in the form of Slide Show. The
PowerPoint presentation can also be converted into a video with the help
of custom animations.
• In PowerPoint 2010, by default, files are saved in .pptx format.
• Layouts are the predefined and inbuilt slides that define containers, formatting
and positioning of the content in a slide. Microsoft Office PowerPoint 2010
has nine built-in slide layouts. The layouts can also be created and customized
according to our need.
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• In custom layout, we can add any number of placeholders, apply any Creating a Presentation
theme, effects or background according to our need. These customized

layouts can also be stored as a template so that we can use them whenever
the need be.
NOTES
• The master slide is the top slide in the Slide Master View pane. If we edit
the top slide of the slide master, then, the changes performed on the Master
slide will automatically appear in all the slides of the presentation.
9.6 KEY WORDS
• Layouts: Layouts are predefined and prebuilt slides that define containers,
formatting and positioning of the content in a slide.
• Themes: They are palette of font’s colors and graphics like 3D images or
shadows that work in tandem to produce visually appealing slide
presentations. Themes can be applied to the current slides.
• Slide Masters: These are slides that are based on a theme and have a set
of layouts. This option is available in View tab.

EXERCISES
1. Create a presentation using templates on the topic of different types of

communication.
2. Select and apply one of the themes to the slides of the presentation.
3. Create a presentation explaining different types of peripheral devices of a
computer system.

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Slides
UNIT 10 SLIDES
NOTES Structure
10.0 Introduction
10.1 Objectives
10.2 Enhancing Presentation
10.3 Delivering a Presentation
10.5 Summary
10.6 Key Words
10.0 INTRODUCTION
In this unit, you will learn about the application of animation, transition effects and
header and footer. Animation is one of the most common features of MS
PowerPoint. It is used to make an attractive presentation and for creating the
interest in audience. Slide Transition is also an animation effect which is to define
effects while proceeding from one slide to next slide during the slide show. It also
includes adding sound effects. You can apply the different kinds of transition effects
in slides of a presentation. You will also learn how to deliver a presentation.
10.1 OBJECTIVES

• Enhance presentation with the help of animation, transition effects and header
and footer
• Work with table, image and illustrations
• Set up the slide show.
10.2 ENHANCING PRESENTATION
MS Office 2010 plays an important role in business, seminars and for personal
use. It allows the user to demonstrate information in office conferences, class
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lectures and seminars in such a way that it leaves the maximum impression in a Slides
least amount of period. Features used for enhancing the presentation are as follows:
• ApplyingAnimation
• Transition Effects NOTES
• Including Header and Footer
These features can be applied on the blank slide.
Steps to create a blank slide are as follows:
1. Click on the File menu.
2. Select the New option of the File tab and click on it.
3. A new window of Available Templates and Themes appears.
4. Click on the Blank presentation and then click on the Create button on
the right hand side of the window.
The screenshot displaying the Blank presentation is as shown:
Another way for creating a presentation is clicking on the slide work space or
Slide Pane. As you click on it, a blank slide appears where user can create
presentation and add the features for enhancing the presentation.
Animation is one of the most common features of MS PowerPoint. It is used to
make an attractive presentation and for creating the interest in audience. MS
PowerPoint 2010 provides different varieties of animations that can be applied to
text, picture or other graphics in multiple ways.
The screenshot of Animations tab is as shown:
The first part of the Animations group provides the various options for applying
animations to a character, text, picture and graphics within each slide.
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Slides Steps to choose an animation for applying it to objects of a slide are as follows:
1. To get all of the options from Animations group, click on the Down Row,
Up Row and Many arrows to the right of the Animations options pane.
NOTES 2. Select the Animation option to apply on the text or other graphics.
The screenshot of Animation options is as shown:
3. Click on Effect Options icon to apply an animation effect to the selected

object.
The screenshot of Effect Options icon of an Animations tab is as shown:
4. Click on the Add Animation icon present next to Effect Options. As you
click on Add Animation, a pictorial view of all of the animation effects to
animate text or graphics appears.
5. Choose the animation effect for adding it to the required object. The selected
animation effect will be highlighted in golden color.
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The screenshot of Add Animation and selecting a specific animation effect Slides
is as shown:
NOTES
6. Timing group of Animations tab allows user to adjust the sequence and
timing of selected animations. User can also adjust settings if an animation
should be performed when the mouse is clicked or automatically.
The screenshot of Timing group is as shown:
7. Click on the Animation Pane, it displays all the animations applied to each
slide.
The screenshot of Animation Pane is as shown:
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Slides 8. After selecting all the animations as per the requirement, you can see the
preview by clicking on the Preview icon available below the File menu.
The screenshot of Preview option is as shown:
NOTES

Slide Transition is also an animation effect which is to define effects while proceeding
from one slide to next slide during the slide show. It also includes adding sound
effects. You can apply the different kinds of transition effects in slides of a
presentation.
Steps to apply the transition effect are as follows:
1. Click on the Transitions tab which is available on the Ribbon view.
The screenshot of Transitions tab is as shown:
2. Click on the ‘Up’ and ‘Down’ arrow of Transition to This Slide group to
choose a special effect that gets applied during the transition between the
previous slide and next slide.
The screenshot displaying all the Transition Effects is as shown:
3. As you click on any of the transition effects, a preview of the theme plays in
front of you. To set the transition to slide, left click on the choice which you
want.
4. Click on the Apply To All option of the Transition tab to apply the same
transition effect on all slides.
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5. Click on the list box of the Sound option of Transition tab. Slides
6. Select and click on the sound which you want to play during the transition
between the current and the previous slide.
The screenshot displaying different types of Sound options is as shown: NOTES
7. After applying all the transitions you can also see the preview of a slide by
clicking on the Preview option.
Header and Footer feature in PowerPoint application allows user to add slide
number, date, name of person or a company, etc. to each slide. It contains
information that is present throughout the slides of a presentation.
Steps to add the header and footer are as follows:
1. Click on the Insert tab of the Menu bar.
2. Click on the Header & Footer icon in the Text group.
The screenshot of Header & Footer icon in Text group option is as shown:
3. As you click on the Header & Footer icon, a Header and Footer dialog
box appears on the screen.
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Slides The screenshot of Header and Footer dialog box is as shown:
NOTES
4. Click against the various check boxes available inside the Slide, Notes
and Handouts options of a Header and Footer dialog box as per the
requirement.
5. Click on Apply to All button.
An illustration is the area which is used to insert different types of shapes, charts
and graphics. Illustrations provide the facility to insert pictures and clip art from
the files and website provider. It also provides the facilities to take screenshot
directly from the document. Illustrations help in making the document more attractive
and effective. Illustrations option is available in the Insert menu. It contains
three icons: Shapes, SmartArt and Chart.
The screenshot of the Illustrations is as shown:
Working with Tables

A Table is a representation in the form of rows and columns for managing and
presenting the data. For using tables in the slides, there are various processes like
create table, insert table, format table, etc.
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Create and Format a table Slides
Steps to Create and Format a table are as follows:

1. Select the slide where you want to add a table.
2. Select Table option from the Insert tab in the Tables group. NOTES
3. Click on the Insert Table command from the drop-down menu. An Insert
Table dialog box appears where you can add the required number of rows
and columns.
The screenshot of an Insert Table dialog box is as shown:
4. You can also insert the table by selecting the required number of rows and
columns on the Table grid of the drop-down menu.
The screenshot of inserting a table using table grid is as shown:
5. For adding text to the table cells, click on a cell and enter the text.
6. For adding a row at the end of a table, click on the last cell of last row and
then press TAB.
For Adding a Column or a Row
Steps to add a column or a row are as follows:
1. Click on the cell (insertion point) adjacent to which you wish to add row or
column.
The screenshot displaying the insertion point is as shown:
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Slides 2. Use commands available in Rows & Columns group under Layout tab of
Table Tools to insert rows or columns (above, below, left and right) of the
selected cell.
The screenshot of Layout tab having Rows & Columns group is as shown:
NOTES
Deleting a Row or Column

Steps to Delete a Row or Column are as follows:
1. Click on any cell of a desired row or column you want to delete.
2. Click on the Layout tab of the Table Tools and then, click on the Delete
icon available in the Rows & Columns group.
3. As you click on the Delete icon, a drop-down menu containing three options
such as Delete Columns, Delete Rows and Delete Table appears. You
can select any one of them according to the requirement.
The screenshot of Delete icon available in Rows & Columns group is as shown:
Working with SmartArt

A SmartArt can be easily inserted in MS PowerPoint 2010. SmartArt icon can be
found in Illustrations group. The various graphics available in this option are All
(basic block list, alternating hexagon, etc.), matrix, relationship, hierarchy, etc.
Steps to use the SmartArt icon are as follows:
1. Go to the Insert tab and then go to the Illustrations group.
2. Click on the SmartArt option of the Illustrations group.
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The screenshot of SmartArt option in Illustrations group is as shown: Slides
NOTES
3. As you click on the SmartArt, a dialog box Choose a SmartArt Graphic

appears having different categories such as List, Relationship and so on.
You can choose any one of them according to the requirement.
The screenshot of Choose a SmartArt Graphic dialog box is as shown:
4. Click OK button of the dialog box.

5. As you add SmartArt graphic by clicking the OK button, the SmartArt
Tools appear on the PowerPoint slide. To change particular individual
shapes, click on the Format tab of the SmartArt Tools and do the changes
as required. Also, a text can be added from Ribbon.
6. You can also change the layout by selecting any layout from the Layouts
group of Design tab in SmartArt Tools.
The screenshot of Layouts group is as shown:
7. You can also change style, color and effects of the SmartArt Graphic by
using the SmartArt Styles group.
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Slides The screenshot of SmartArt Styles group is as shown:
NOTES
2. You can change the size of the SmartArt shapes by clicking the Smaller
and Larger icons from the Shapes group of the Format tab.
The screenshot of Shapes group is as shown:
Working with Chart

A chart is a type of tool which helps in communicating our data graphically. With
the help of charts, you can display the meaning of numbers, visualize the trends
and make comparisons in a very simple way.
In MS PowerPoint, an Excel sheet is used as a placeholder for inserting
the data of Charts. So, at the time of insertion or editing of data in PowerPoint
charts, an Excel window appears automatically.
The screenshot of Chart in the PowerPoint slide is as shown:
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Steps to insert a chart are as follows: Slides
1. Go to the Insert tab and click on it.

2. Choose the Chart option in the Illustrations group.
The screenshot of Chart option in the Illustrations group is as shown: NOTES
3. Click on the Chart option. As you click on it, an Insert Chart dialog box
appears.
The screenshot of Insert Chart dialog box is as shown:
4. On the left pane of an Insert Chart dialog box, a Templates list of type of
charts appears.
5. Select the type of chart you want to use for inserting the data.
6. Click OK button after selecting the required chart.
7. As you click OK button, an Excel window appears automatically as the
placeholder for inserting the data.
The screenshot of an Excel sheet corresponding to a chart is as shown:
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Slides 8. We can click the Insert Chart option to insert a new chart, if a slide layout
has a Content Placeholder.
NOTES
For entering chart data

The data appeared in the Excel sheet is known as placeholder source data which
can be changed to create the PowerPoint chart.
The screenshot of the source data in the form of chart is as shown:
9. For editing the data of chart, select Chart and click on Edit Data option in
the Design tab of Chart Tools group.
The screenshot of Edit Data option is as shown:
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Animating Parts of a Chart Slides
In a power point presentation, slides also contain charts. Charts are the symbolic
representation of data. Charts are used for analyzing and comparing different types
of data, an organization generates. For example, the sales of different products of NOTES
a company can be analyzed in order to visualize how targets are to be achieved. In
a presentation, the charts are drawn using Microsoft PowerPoint 2010. The
method of drawing charts is as follows:
1. Go to the Insert tab present on the ribbon.
2. Navigate to the Illustrations section and click on Chart button.
3. The Insert Chart dialog box will open. Choose any category of chart from
left hand side and select the type from the right hand side.
4. Click on OK button. After clicking the OK button, Excel window in which
data is present will open. Screenshot displaying the Excel Window is as
shown:
5. The chart will appear in the PowerPoint presentation.

Screenshot displaying chart in PowerPoint presentation is as shown:
The methods of adding an animation chart are as follows:

1. Open the PowerPoint chart to be animated.
2. Click on the chart, then click on Add Animation dropdown box present
inside Animation tab under the group Advanced Animation. Screenshot
displaying different animation types is as shown:
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Slides
NOTES
3. Choose any of the animations you want by clicking on it. The animation will
be applied on all the parts of the chart.
4. In order to apply animation on part of the chart, click on Animation Pane
present inside group Advanced Animation. Animation Pane dialog box
will appear on the right hand side.
Screenshot displaying Animation Pane dialog box is as shown:
5. Select the specific portion of the chart to which you want to apply animation.
6. Right click on that portion under the Animation Pane.
Screenshot displaying the options after right clicking is as shown:
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7. Click on Effect Options from the dropdown menu. Slides
Screenshot displaying dialog box that appears after clicking Effect Options
is as shown:
NOTES
8. Click on the Chart Animation tab. All the options of Chart Animation
tab will be displayed.
Screenshot displaying Chart Animation options are as shown:
9. Under Group chart, there are several options available in the drop down
list. Choose any option as you see fit.
10. After selecting the Group chart option, check the check box below which
has the caption Start animation by drawing the chart background. By
checking this check box the slide show will start the animation by drawing
the chart background. Then click OK button to save all the animation options.
11. Finally the preview of the presentation can be seen by choosing Slideshow
tab and clicking From Beginning or From current slide, as per the order
of the slides present inside section Start Slide Show group.
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Slides Using a Shape as a Text Box
Microsoft Office PowerPoint 2010 allows its users to use Shapes as Text Boxes,
which implies that you can add a Shape to your slide and then you can use it as a
NOTES Text Box to write text inside it, making presentations more beautiful and informative.
Turning a Shape into a Text Box
Shapes can be added to Microsoft Office PowerPoint 2010, using the Shapes
option under the Illustrations group of the Insert Tab. You can insert any shape
of your choice and use it to write text.
Steps to add a rectangular shape and use it as a Text Box are as follows:
1. First go to the Insert menu of the menu bar and click on it.
2. When you click on the Insert tab, you will find Illustrations group containing
three options namely, Shapes, SmartArt and Chart.
Screenshot displaying Shapes under the Illustrations group of the Insert
tab is as shown:
3. Now, click on the drop down arrow of the Shapes icon, to select the
ready-made list of available shapes like Lines, Rectangles, Basic Shapes,
Block Arrows, Equation Shapes, Flow charts etc.
Screenshot displaying several options for selecting and inserting shapes from
Shapes option is as shown:
4. Now, suppose you want to insert the rectangle shape. Click on the first
shape under the Rectangles section.
Screenshot displaying the selection of rectangle shape is as shown:
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Slides
NOTES
5. Now, after selecting the desired rectangular shape, drag the cursor and
click on the area where you want to create your rectangle. Move the cursor
away to create the rectangle.
Screenshot displaying the rectangle inserted into the PowerPoint file is as
shown:
6. Now, as the rectangle is created and inserted, just click on the Rectangle
and wait for it to show a blinking cursor in the middle. This cursor will allow
you to enter text.
7. Enter the text in the Rectangle and press Enter. Thus, we see how,
Microsoft PowerPoint 2010 provides us the facility of turning any shape
into a text box.
Screenshot of the Rectangle Shape seen in the PowerPoint slide, after
entering the text is as shown:
Turning a Text Box into a Shape

It is also possible to convert the text box into a shape and apply various Quick
Styles options to it, in order to resize, color and modify according to your choice.
Steps to turn a text box into a shape are as follows:
1. Go to the Insert tab of the ribbon view and click on the Text Box icon of
the Text group.
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Slides Screenshot displaying the Text Box icon, available in the Text group of
the Insert tab is as shown:
NOTES
2. When you click on the Text Box, the shape of the cursor on the screen
changes.
3. Now, click on the desired location and drag the cursor to insert a text box.
Screenshot of a Text Box with sample text is as shown:
4. Now, go to the Home tab, and use the shape styling options of the Drawing
group to use this text box as a shape.
Screenshot of the Drawing group of the Home tab is as shown:
5. Choose from the Quick Styles, Shape fill, Shape Outline or Shape
Effects to add a shape effect.
Screenshot of a text box, after adding Quick Style into it, is as shown:
10.3 DELIVERING A PRESENTATION
The presentation or slides that you created should be delivered in an impressive

and organized way. In order to present your ideas through your presentation, it is
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essential to maintain the sequence of the slides. This is one of the most crucial step Slides
after preparing a presentation. The slides should appear one by one so that there
is enough time for delivering the speech accompanying the presentation. Let’s
learn to prepare a slide show.
NOTES
When all the slides are created for the presentation, you can view the entire show
in a sequence. The best way, to view the slides whether you are previewing a
document or presenting it in front of the audience, is to use the Slide Show tab
available on the Ribbon.
Steps to view the slides of a presentation in a sequence are as follows:
1. Go to the Slide Show tab in the Ribbon view.
2. To start the presentation from the first slide, click on the From Beginning
icon of the Start Slide Show group. To start the presentaion from the current
slide, click on the From Current Slide.
The screenshot of Slide Show tab is as shown:
Second option to fast preview a slide is to click on the Slide Show button that is
available next to the Reading View, which is available at the lower right side of
the PowerPoint window (shown with red border). The slide show starts from the
selected slide.
The screenshot displaying the Slide Show button is as shown:
• Navigation within slide show

If you want to move the slides forward and backward or to display a particular
slide, PowerPoint Presentation tab in the bottom left corner of the slide can help
to navigate within the presentation during Slide Show.
The screenshot displaying the navigation of the slide is as shown:
To go to the previous slide, click on the left facing arrow and to move on the next
slide, click on the right facing arrow. It is also possible to move the slides by
clicking the mouse button or by using the right and left arrows on the keyboard.
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Slides • End the Slide Show
To end the slide show, you can use two methods:
o First, go to the Presentation menu and click on the End Show option.
NOTES The screenshot displaying the presentation menu with End Show option is
as shown:
o Second, by pressing the ESC button from the keyboard.

Creating a Self-Running Presentation
Microsoft PowerPoint 2010 provides features for creating a self-running
presentation in which no presenter is required. If you want that the audience should
not be able to make changes in your documents. Then, you can make a lot of
controls unavailable. When a self-running presentation finishes, it restarts.
• Setting up Self running presentation
If you want to make a presentation self-running, you have to choose a presentation
and then set the Slide Show, accordingly.
Steps for creating a self-running presentation are as follow:
1. Open a presentation, which you want to make self-running.
2. Now, click on the Slide Show tab. Three groups for Start Slide Show set
up, with several options, will open.
3. From the Slide Show tab, click on Set Up Slide Show.
Screenshot for accessing Set Up Slide Show option is as shown:
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4. Click on Set Up Slide Show, Set Up Show dialog box will appear on the Slides
screen.
Screenshot for Set Up Show dialog box is as shown:
NOTES
5. Under Show Type option, click on Browsed at a kiosk (full Screen). By

choosing this option, only Esc button can be used to exit from Slide Show.
6. Under Advance slides option, check the Using timing, if present radio
button so that you can decide how much time each slide will be allotted.
7. Now, click on OK button.
• Rehearse slide timing
Rehearse Timings option under Slide Show tab is used for recording the time
for the first slide. The Rehearse Timings option will also ask you to use the same
time for the next slide.
Steps for Rehearse timing a self-running presentation are as follows:
1. Go to Slide Show tab and click on Rehearse Timings Option under the
Set Up group. Screenshot for accessing Rehearse Timings option is as
shown:
2. As you click on Rehearse Timing option, Rehearsal toolbar will open.

Screenshot for Rehearsal toolbar is as shown:
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Slides
NOTES
By clicking on the next button, the next slide will appear and you can record
the transition time from this slide to the next.
3. After setting the time for the last slide, total time for the presentation will be
prompted and you will be asked to do the following:
• To keep the record for the slide timing, click Yes.
• To discard the slide timing, click No.
Screenshot for accepting or rejecting the slide timing is as shown:
Check Your Progress

1. What are the features used for enhancing the presentation?
2. What is slide transition?
3. What are the steps to view the slides of a presentation in a sequence?

QUESTIONS
1. Features used for enhancing the presentation are as follows:

• ApplyingAnimation
• Transition Effects
• Including Header and Footer
2. Slide Transition is also an animation effect which is to define effects while
proceeding from one slide to next slide during the slide show. It also includes
adding sound effects.
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3. Steps to view the slides of a presentation in a sequence are as follows: Slides
(i) Go to the Slide Show tab in the Ribbon view.

(ii) To start the presentation from the first slide, click on the From Beginning
icon of the Start Slide Show group. To start the presentaion from the NOTES
current slide, click on the From Current Slide.
10.5 SUMMARY
• Animation is one of the most common features of MS PowerPoint. It is

used to make an attractive presentation and for creating the interest in
audience.
• The first part of the Animations group provides the various options for
applying animations to a character, text, picture and graphics within each
slide.
• Header and Footer feature in PowerPoint application allows user to add
slide number, date, name of person or a company, etc. to each slide. It
contains information that is present throughout the slides of a presentation.
• The best way, to view the slides whether you are previewing a document or
presenting it in front of the audience, is to use the Slide Show tab available
on the Ribbon.
• If you want to move the slides forward and backward or to display a
particular slide, PowerPoint Presentation tab in the bottom left corner of
the slide can help to navigate within the presentation during Slide Show.
• Rehearse Timings option under Slide Show tab is used for recording the
time for the first slide. The Rehearse Timings option will also ask you to use
the same time for the next slide.
10.6 KEY WORDS
• Animation: It refers to moving pictures or texts. It is used to draw attention

of the audience and hence enhance the presentation.
• Slide transitions: Slide transitions display slides in such a way that one
slide disappears and the next one appears in an elegant way.
• Template: Template is a presentation that contains themes, text, and
graphics predesigned for presentation.
• Header and footer: To display the information such as page no., date,
name, etc. in all slides of a presentation.
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Slides
EXERCISES
NOTES 1. Create and deliver a presentation on the different types of information systems
including the following features.
(i) Animation effects
(ii) Transition effects
(iii) Includes header and footer
(iv) Includes table that shows the features of different categories of info.
System.
2. How you will add charts in presentation? Show this using an existing
PowerPoint presentation.

house.
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Video and Audio Effects
UNIT 11 VIDEO AND AUDIO

EFFECTS
NOTES
Structure
11.0 Introduction
11.1 Objectives
11.2 Preparing and Delivering a Live Presentation
11.4 Summary
11.5 Key Words
11.0 INTRODUCTION
In this unit, you will learn about the creating and delivering the live presentation
that includes audio and video files. This can done by adding animation, themes,
bullets and numbering. In a presentation, short sentences are used generally and
explanations are provided by the person who is delivering the presentation. Audio
and video files can be added using media clips option in the insert tab. You will
also learn how to import image files in PowerPoint.
11.1 OBJECTIVES

• Create and deliver a live presentation
• Insert audio and video files in Presentation
• Import image files into PowerPoint
11.2 PREPARING AND DELIVERING A LIVE

PRESENTATION
The presentation should be prepared in such a manner that it is visible from a

distance and the text and images are appealing to the user. This is done by adding
animation, themes, bullets and numbering. In a presentation, short sentences are
used generally and explanations are provided by the person who is delivering the
presentation. It is basically designed for an organization, for educational learning
programs and even for personal use.
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Video and Audio Effects The methods of preparing a presentation are as follows:
1. Open Microsoft PowerPoint 2010. By default, the selected slide is blank.
2. Go to the Design tab present on the ribbon. Go to Themes section, where
NOTES you will find that the most commonly used themes are displayed. In order
to see more themes, click on the downward pointing arrow.
3. Go to the Home tab present on the ribbon. Next, go to the Slides group
and click on New Slide dropdown box. Click and choose slides according
to your needs.
4. Click on the different areas of slides to add text or images whichever you
want.
5. Suppose you want to create multiple slides of the same type, click on the
New Slide button. If the user wants to create multiple slides of different
types, click on the New Slide dropdown box.
6. After creating the presentation, you can save it. In order to make the
presentation effective; add themes, animation and color to the presentation.
The steps explaining how to deliver a Live Presentation are as follows:
1. The user who wants to deliver a presentation, first needs to prepare it.
2. After preparing the presentation, click on the Slide Show tab present on
the ribbon.
3. Inside Slide Show, click on Broadcast Slide Show present inside the
group Start Slide Show.
Screenshot displaying Broadcast Slide Show dialog box is as shown:
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4. Click on Start Broadcast button. PowerPoint will then connect to the Video and Audio Effects
server.
Screenshot showing the process of PowerPoint connecting to the server is
as shown:
NOTES
5. At the time of connecting to the server, a new dialog box appears on the
screen asking about Windows Live ID credentials. Enter the email address
of hotmail.com, outlook.com, etc.
Screenshot displaying the Windows Live ID credentials dialog box is as
shown:
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Video and Audio Effects 6. Click on OK button to connect PowerPoint to the server.
7. When PowerPoint is connected to the server, the Broadcast Slide Show
dialog box appears. Here, PowerPoint creates a URL for the presentation
you have prepared. This URL can be send to other users with the help of
NOTES
email, by clicking on Send in Email or by copying the link through Copy
Link button.
8. When the spectators receive the URL, the presenter clicks on Start Slide
Show button to deliver a live presentation.
Screenshot when spectators receive the URL, before clicking on Start
Slide Show, is as shown:
9. When the presentation ends, the user should click on End Broadcast button
to end it.
Screenshot for ending the broadcast is as shown:
10. When End Broadcast button is clicked, a dialog box appears asking you
whether you want to end the broadcast or cancel it.
Screenshot after clicking End Broadcast button is as shown:
11. When End Broadcast button under the dialog box is clicked, the remote
user is disconnected.
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Screenshot of the spectator screen when presentation ends is as shown: Video and Audio Effects
NOTES

Microsoft Office PowerPoint 2010 allows its users to easily use audio-visual content
in the presentation. It supports a large variety of video files such as, Windows
Media File, MP4 Video, MPEG-2 TS Video and Window Media Video File,
along with audio files such as ADTS Audio, AIFF audio file (aiff), AU audio file,
MP3 and MP4 audio files.
Audio and video content can be added to Microsoft Office PowerPoint
2010, using the Media Clips Option under the Insert Tab. Thus, it is possible to
insert sound, picture or media files in PowerPoint presentations or slides to make
them more attractive and presentable.
Steps for adding audio or video clips in PowerPoint 2010 are as follows:
1. First go to the Insert menu of the menu bar and click on it.
2. When you click on it, you will discover the Media group containing
Video and Audio options.
3. Now, click on the Audio or Video icon, as per your requirement.
Screenshot displaying the Audio and Video icon, available under the
Media group of the Insert tab is as shown:
• Adding audio or sound Files in Microsoft Office PowerPoint 2010

Steps for adding Audio clip to the PowerPoint file is as shown:
1. Click on the drop down arrow of the Audio icon under the Media group.
2. As you click on the drop down arrow, a list of options available under this
icon appears.
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Video and Audio Effects Screenshot displaying the Audio icon, visible after clicking the drop down
arrow, is as shown:
NOTES
3. You can choose any of the three options to add audio from various sources,
like from a previously saved file on your computer or from Clip Organizer.
4. Suppose you choose Audio from File option, then on clicking Audio from
File, Insert Audio dialog box appears, showcasing a set of folders having
the music or song files present on your system.
5. Now, navigate to the appropriate folder to use or place the desired audio
file into the PowerPoint File
6. Click on Libraries and then double click on the Music library file or option.
When you click on Music, the Sample Music folder appears. Next, double
click on it.
7. After clicking on Sample Music, a window containing all the music files
available in your system appears. Here, you can choose any media or sound
file, you want to insert in your presentation.
Screenshot of the Insert Audio dialog box and files showcased under the
Music Folder, after clicking on Audio from File, is as shown:
8. After choosing the desired file, click on the Insert button which will add
the audio file to the slide.
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Screenshot of the slide after the Audio File has been added is as shown: Video and Audio Effects
NOTES
• Adding Video Files in Microsoft Office PowerPoint 2010

1. Click on the drop down arrow of the Video icon of the Media group.
2. When you click on the drop down arrow, a list of available options appears.
Screenshot displaying the Audio icon after clicking the drop down arrow is
as shown:
4. Now, you can choose one of the three options to add Video from various
sources. Click on Video from File or to add from a website, click on
Video from Web Site. To add from Clip Organizer, click on Video from
Clip Organizer. Here, for example, let’s click on Video from File. On
clicking Video from File, Insert Video dialog box appears displaying the
set of folders having all the music or song files present on your system.
Screenshot displaying the Insert Video dialog box containing the Pictures
and Videos library is as shown:
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Video and Audio Effects 5. Now, navigate to the appropriate folder to place the desired video file in
the PowerPoint file.
6. Click on Libraries and then, double click on the Video or Picture library
file.
NOTES
7. When you click on the Video library, the Sample Video folder appears.
Double click on it.
8. After clicking the Sample Video, a pop-up window containing all the video
files available in your system appears, from where you can choose any
media or video file to insert in your presentation.
Screenshot of the video file present in the Sample Video folder, visible
after clicking on Video library, is as shown:
9. After choosing the desired file, click on Insert button. This will add the
video file to the slide.
Steps for importing image files into a PowerPoint presentation are as follows:
1. Open the PowerPoint presentation in which the image is to be added.
2. Click Insert tab available on the top of the window where the Picture icon
is placed.
Screenshot for displaying Insert tab and Picture icon is as shown:
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3. Click on the Picture icon. You will see that the Insert Picture dialog box Video and Audio Effects
appears on screen.
4. Once the Insert Picture dialog box opens, select the picture to be added.
Screenshot for showcasing Insert Picture dialog box is as shown: NOTES
5. After selecting the picture, click on the Insert button. The picture will be
automatically added to the presentation.
The above description shows how to insert a picture file, irrespective of the
source of the image file. Next, you will learn how to insert image files using
different ways and from different sources.
• Linking to a Graphic File
There are several ways to insert a graphic file into a PowerPoint presentation.
Some of them are mentioned in the description below.
1. Open the PowerPoint presentation to which the image is to be added.
2. Click Insert tab available on the top of the window, where the Picture
icon is placed.
3. Click on the Picture icon, the Insert Picture dialog box will appear on
screen.
4. When the Insert Picture dialog box opens, select the picture to be imported
into the presentation and then click Insert button.
5. The Insert button presents a drop down list with three options. These
options are used to insert graphic files in the PowerPoint presentation, in
three different ways.
• Insert – This is the default button under the dialog box. It simply inserts
the required graphic file into the presentation but maintains no connection.
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Video and Audio Effects • Link to File – The Link to File option creates a link to the file in the
presentation. However, it does not keep a local copy of the image file in
the PowerPoint presentation. When the created link is clicked, the image
file is retrieved from the disk. If the image file is not available, an empty
NOTES frame with a red X in the corner is displayed. The Link to File option
keeps the original PowerPoint file saved in a small size because it does
not contain the actual image file, rather it has the link to the particular
image file. Hence if the graphic file is removed or deleted from its original
location, PowerPoint will not be able to find the image file in future. The
Link to File option does not create a dynamic link and is less flexible
• Insert and Link – The Insert and Link option creates a link to the
image file and also inserts a local copy of the image file. The local copy
is inserted so that in case the linked copy of the image file is not available,
the local copy of the image file can be used.
Screenshot for displaying Insert Picture dialog box with Insert button’s
drop down list is as shown:
• Obtaining Images from Scanner

Images can be inserted in the PowerPoint presentation through scanners also. If
there is a scanner which is compatible with the computer or laptop used, then the
picture can be scanned directly to the Microsoft Clip Organizer and then imported
in the PowerPoint presentation.
Steps for scanning an image from the Microsoft Clip Organizer are as shown:
1. Click on the Start menu at the left corner of the windows operating system.
2. Then select All Programs and click on it. A list of programs will appear on
the screen.
3. Choose Microsoft Office option and click on it. Then choose Microsoft
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4. Next, select Microsoft Clip Organizer and click on it. The Microsoft Video and Audio Effects
Click Organizer utility opens.

5. Under the Microsoft Click Organizer utility, choose File option. Next,
click on Add Clips to Organizer and choose the From Scanner or
NOTES
Camera option. The Insert Picture From Scanner or Camera dialog
box opens.
6. Now, choose the Scanner from the Device List.
7. Next, select a Resolution. It can be low resolution (web) or high resolution
(Printing). Low resolution means the file will be smaller in size and have
fewer pixels which will compromise the quality of the image. Low resolution
image is mostly used in onscreen presentations.
8. After choosing the resolution, you will find that there are two options for
scanning the picture. These options are discussed as below:
(i) Insert button - Default settings are used, to insert the picture to be
scanned.
(ii) Custom Insert button – After clicking this button, the Custom Insert
dialog box appears showing all the controls for the scanner. The controls
vary depending upon the model of the scanner. In the Custom Insert
dialog box, the following options are available:
a. Choosing a scanning mode: Under this option, the color depth
of the image can be chosen. There are four options such as color
picture (24 bit color), gray scale (8-bit, single color), black and
white (single bit picture or text.)
b. Previewing the scan: The Preview button is clicked to perform
a test scan. Then, the squares, which appear black in the preview
area, are dragged to adjust the portion of image saved during
the actual scan.
c. Choosing the paper source: Sometimes, the scanners might
have a document feeder used to choose the paper source.
d. Adjust the quality of the scanned picture: A hyperlink is
available in the Custom Insert dialog box, which helps in
adjusting the quality of the scanned picture. When the hyperlink
is clicked, the Advanced Properties dialog box appears. In
this dialog box, drag the brightness and contrast sliders to choose
a resolution for the picture.
• Acquiring Images from Digital Camera
There are several ways to upload images from digital camera to the computer or
laptop. The most common way is to connect the digital camera to the computer or
laptop, through an USB port and copy the photos into a folder on the hard disk.
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Video and Audio Effects The pictures can also be inserted directly from the camera to the Clip Organizer,
as done for the scanners.
• Capturing and Inserting Screen Shots
NOTES A screenshot is an image or picture taken from the computer screen, using the
utility available in the Windows Operating System itself. These pictures or images
can be inserted in the PowerPoint presentation.
The Windows Operating System has always had a screenshot feature called Print
Screen key, which is built into it. This Print Screen key can be pressed to
transfer images on the screen to the clipboard. Then, you can copy and paste it in
the PowerPoint presentation slide directly. Also, you can copy and save the file in
an image editing program such as Paint which is mostly available in all the versions
of Windows Operating System. In Windows 7, there is an option called Snipping
Tool used for taking screenshots.
In PowerPoint 2010, you can capture screenshots directly and insert them into
the PowerPoint presentation. You can also use the screenshot command to capture
individual windows instead of capturing the entire screen.
Steps for taking the screenshot of an open window are as shown
1. Open the slide of the PowerPoint presentation in which the screenshot is to
be placed.
2. Choose Insert tab. Then, click on the Screenshot option. After choosing
the Screenshot option, a menu appears showing the available windows in
the form of thumbnails.
3. Click the thumbnail image of the window to be captured as a screenshot.
The image is immediately inserted into the slide of the PowerPoint
presentation.
Using Screen clipping command to insert the image
There are certain times, when the required window is not available in the thumbnails
list or the size of the image needs to be changed. You can use the screen clipping
command to crop the size of the image and use it in the presentation.
Steps for taking screenshot using screen clipping command are as
shown
1. Open the window or an application to be captured as a screenshot.
2. Use the taskbar to switch to the PowerPoint presentation slide, where the
image is to be inserted.
3. Choose Insert tab. Then, click Screenshot option and choose the Screen
Clipping option. Afterwards, minimize the PowerPoint window. You will
find the window to be captured beneath.
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4. Now, select the area to be cropped by dragging the mouse pointer. Once Video and Audio Effects
the mouse button is released, the defined area appears in the slide of the
PowerPoint presentation.
NOTES
Check Your Progress
1. What are the file format supported by the PowerPoint 2010?
2. What is the shortcut key for saving a presentation?

QUESTIONS
1. PowerPoint supports a large variety of video files such as, Windows Media
File, MP4 Video, MPEG-2 TS Video and Window Media Video File,
along with audio files such as ADTS Audio, AIFF audio file (aiff), AU audio
file, MP3 and MP4 audio files.
2. CTRL+S is the key for saving a presentation.
11.4 SUMMARY
• The presentation should be prepared in such a manner that it is visible from

a distance and the text and images are appealing to the user. This is done by
adding animation, themes, bullets and numbering. In a presentation, short
sentences are used generally and explanations are provided by the person
who is delivering the presentation.
• Audio and video content can be added to Microsoft Office PowerPoint
2010, using the Media Clips Option under the Insert Tab.
• Image files can be inserted into PowerPoint presentation. The option to
insert image is available in image group of insert tab.
11.5 KEY WORDS
• Presenter: A presenter is the person who presents the power point

presentation to the viewers.
• Viewer: A viewer is the person who listens to the presenter.
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Video and Audio Effects
EXERCISES
NOTES 1. Add audio and video files available on your system in a PowerPoint
presentation.
2. Insert/import an image file to a PowerPoint presentation.

house.
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Access Database Wizard,
UNIT 12 ACCESS DATABASE Pages and Projects
WIZARD, PAGES AND

NOTES
PROJECTS
Structure
12.0 Introduction
12.1 Objectives
12.2 Working with Access Environment
12.3 Database Design in MS Access
12.3.1 Designing Your Own Database
12.3.2 Creating a Database from a Template
12.4 Working with Tables
12.4.2 Navigating within Tables
12.6 Summary
12.7 Key Words
12.0 INTRODUCTION
Microsoft Office Access or MS Access 2010 is a most popular database

management system tool for windows. It combines the object-oriented relational
database management system engine with graphical user interface and software-
development tools from Microsoft. Microsoft Access 2010 has some design
modifications over MS Access 2007. It is a relational database application meant
for allowing users or programmers to manage, sort and filter large amounts of
data. It is a powerful tool for creating and running database solutions and producing
meaningful reports.
It is designed to help the organizations such as a company, school, institutions
to collect, organize, manage, and access useful data in such a way that it can be
easily retrieved and made available to users in a convenient way.
12.1 OBJECTIVES

• Describe the function of all tabs
• Create table and access records
• Design your own database and import data from different sources Self-Instructional
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Pages and Projects 12.2 WORKING WITH ACCESS ENVIRONMENT
On the top of the program window, is a strip called the Ribbon. This Ribbon is a
NOTES component of the new user interface provided by MS Access 2010. This Ribbon
view makes it easy to access the various commands for different applications.
Ribbon is basically a set of toolbars that lists the various commands and tools
available in MS Access 2010, for performing various tasks or activities. The
Ribbon is in the form of a horizontal tab with all the organized commands taking
the form of tabs and groups. Screenshot for displaying Ribbon is as shown:
When each of the options on the Ribbon tab is clicked, then respective
options will be displayed.
Example: When a user clicks on the Create tab then various options will be
displayed, such as Create the table, Table Design, SharePoint Lists etc.
Screenshot displaying the options under Create tab is as shown:
Various tabs of MS Access are given below:
Home Tab
Home tab in MS Access 2010 provides the basic commands which are required
most often.
Screenshot displaying all the tabs is as shown:
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In Home tab, there are six groups which are: Access Database Wizard,
Pages and Projects
• Views: It provides various ways to view the created tables. A user can
switch between various views such as, DataSheet View, PivotTable View,
PivotChart View and Design View. Each View has its own advantage,
NOTES
when it comes to viewing and understanding the table.
• Clipboard: It provides various commands to the user, such as Cut, Copy
and Paste.
• Sort & Filter: It provides various commands enabling sorting of the available
records of a table and also facilitating filtering of the tables according to
required criteria.
• Records: It contains commands that provide flexibility of working with the
records of a table.
• Find: It provides various commands to Find, Replace and Go To. The
last option enables navigation to a particular piece of text or field of a table.
• Text Formatting: It provides various text formatting options under the
formatting subgroup, helpful for adjusting the font size, font color and other
attributes.
Create Tab
Create Tab in MS Access 2010 provides a graphical user interface for various
commands. In Create tab, there are six groups which are:
• Templates: It provides Application Parts, including a list of predefined
forms. Along with this user can also create own DialogBox and
MessageBox.
• Tables: It provides options for creating a table and designing it.
• Queries: It provides Query Wizard and Query Design to enable the
user to perform SQL operations on the database with the help of SQL
queries.
• Forms: It provides us with commands to help create and design forms.
• Reports: There is also an option for creation and designing of reports, on
the basis of the data present in the tables.
• Macros & Code: It provides users the ability to write code, run and debug
it with the inbuilt visual basic editor linked with the MS-Access Database.
External Data
In External Data tab, there are three groups, which are:
• Import & Link: This tab allows us to import data from external sources.
The data can be imported from excel documents, xml files, access files or
ODBC data files. You can also import previously saved database files using
‘Saved Imports’ command.
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Access Database Wizard, • Export: Using the commands available under this tab, a user can also export
Pages and Projects
database files and save them in the above mentioned formats.
• Collect Data: This subgroup provides options to create emails and manage
your replies.
NOTES
Database Tools
In Database Tools tab, there are six groups which are:
• Tools: This subgroup provides us a list of tools, essential for the proper
handling and managing of the database.
• Macro: In this subgroup, one can use the visual basic editor to create,
modify, and manage the macros.
• Relationships: It provides the options for defining the relationships between
various tables, in order to perform join operations on the tables, with the
help of primary and foreign keys.
• Analyze: It enables the users to identify the redundant data.
• Move Data: It is equipped with the feature of integration with various
backend databases such as Sql Server, Access Database and SharePoint
database etc.
• Add-Ins: It allows new features to be added to Access 2010.
Fields Tab
Through the available commands, one can also enable auto numbering of our
fields and delete the values in the selected fields. In Fields tab, there are five
groups which are:
• Views: It provides various ways to view the tables created.
• Add & Delete: Using the commands provided by this ribbon group, the
user can define the type of the fields in our table.
• Properties: This ribbon group provides various commands, allowing a
user to set the name, caption and description of a field.
• Formatting: This ribbon group provides options to modify the fields, such
as making the field Auto Number.
• Field Validation: This ribbon group provides commands to validate the
database fields such as making the field of person_id unique.
Table Tab
In Table tab, there are five groups which are:
• Properties: Using the commands available in this tab, a user can set or
change the properties of the table such as filtering and ordering of table,
using Order By command in ascending or descending order.
• Before Events: It provides commands that are useful in setting
preconditions, i.e. conditions before the occurrence of a defined event.
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• After Events: It provides commands that are useful in setting post conditions, Access Database Wizard,
Pages and Projects
that is, conditions following the occurrence of a defined event.
• Named Macros: It provides the option for creating a user defined macro.
• Relationships: It provides a complete graphical view of the table, enlisting NOTES
its various attributes along with the primary and the foreign keys.
12.3 DATABASE DESIGN IN MS ACCESS
The term “database” is used to describe a collection of related “data” (information)

stored on computers. An electronic database should allow you to store, sort, and
retrieve data.
The Database Management System is the software which acts as an interface
between the underlying database and the user to define, update, retrieve and
administer the database. Relational Database is the collection of the logically related
data items which are organized in the form of tables.
Certain steps are used to create the database in MS Access 2010, which
are as follows:
1. Open Microsoft Access 2010 from the Start menu.
2. Now, click on the File tab on the menu bar and then, go to New option
available on left hand side of the window. Choose Blank database,
and assign name to the Database on the right hand side of the window.
Screenshot displaying the creation of a Blank database is as shown:
3. After choosing the Blank database option and writing the name in the
File_Name box, click on Create option to create the database. Self-Instructional
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Access Database Wizard, • Creating Table
Pages and Projects
A ‘Table’ is a grid containing columns and rows in it. It contains cells, which can
contain any content inside them. At the moment you create the database,
NOTES automatically Table 1 is created.
For creating the new table, follow the steps as given below:
1. Click on the Create tab on the Ribbon view.
2. As you click on Create tab, Tables group containing the various options
offers you alternative methods to create a new table.
Screenshot containing the Tables group inside the Create tab is as shown:
3. Now, click on the Table option in the Tables group. As you click on it, a
blank datasheet will be created for you, with an ID field and an Add New
Field column.
4. As you enter data into the Add New Field column, another Add New
Field appears and the previous Add New Field column is relabeled as
Field1.
Screenshot displaying the Student record in table in Date sheet view is as
shown:
• Creating Table in Design view

Steps for Creating Table in Design view area as follows:
1. Click on the Create tab on the Ribbon and select the Table Design from
Tables group.
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2. For create a table design view of the existing student list Table; right click Access Database Wizard,
Pages and Projects
on the Student- list and select the Design view.
Screenshot of displaying the Design view is as shown:
NOTES
3. As you click on the Design view option a table having the different fields
or attributes as Field Name, Data Type and Description appears in front
of you.
Screenshot displaying the Table created in Design View is as shown:
• Creating table by entering data

The table can also be created by entering the data in the table. In this, the structure
of the table in not designed already. Rather the data is entered and the structure of
the table is designed based on the data that you enter in the column.
Once the cursor is moved to the next column, the column is saved. This removes
the need for defining the table structure as a separate task.
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Access Database Wizard, Steps for creating the table by entering data are as follows:
Pages and Projects
1. In the ribbon, click on the Create tab and then click on Table button.
This creates a new table as shown in the screenshot:
NOTES
2. Now, start entering the data in the field. Enter the data in the field and when
done, press the right arrow key on the keyboard. This sets the ID field to 1
and the type of data for the field would be set according to the data that
was entered. The screenshot displaying the type of data would be set to
Text for the Field1 as shown:
3. Keep entering the data till the time you want more columns. Once all the
columns have been filled, click on the new row. Table structure would be
saved according to the data entered in the first row.
The screenshot displaying a table with 3 columns of type Text, Text and
Number respectively, is as shown:
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12.3.1 Designing Your Own Database Access Database Wizard,
Pages and Projects
MS Access 2010 provides a large number of pre-built templates. However,
sometimes a user has very unique needs or the user may have existing data that he
or she needs to incorporate. Then, the user may need to design his own database. NOTES
This can be easily done in MS Access. You can create your own database by
creating your own tables, reports, forms etc. There are two options for creating
your own database, which are as shown:
• Create a blank database
You will have to edit, paste and import data into the created tables in order to
create a new database. Repeat this process till all the tables are incorporated into
the database.
Steps for creating a blank database are as shown:
1. Click on the File tab. A sidebar will open. Then select New from the sidebar.
2. Type the name of the database in the File Name box, under Blank
Database. Then locate the position where you want to store your database.
Screenshot displaying Blank Database creation is as shown:
3. Click on the Create option.

4. When you click on the Create option, the cursor will be present in the first
cell in the Click to Add column of Table1.
Screenshot displaying the position of the cursor in newly created database
is as shown:
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Pages and Projects
NOTES
5. Provide the field names and enter the data in your table. You can rename
your table by right clicking on the table name in the Navigation Pane, then
select the option ‘Rename’.
6. After entering all your details in the Table, click on the Save option i.e. the
‘Save’ icon visible on the top of the quick access toolbar. Then choose
‘OK’ to save your table. Here, you can also change the name of the table
and click ‘Ok’ to save it.
Screenshot displaying saving and renaming of the table is as shown:
7. Now if you want to add more tables to your database, click on the ‘Create’
Tab and then click on ‘Table’. One more table will be added to your
database.
Screenshot for displaying an extra table within the database is as shown:
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8. In the same manner, you can add a number of tables to your database. Access Database Wizard,
Pages and Projects
9. You can easily navigate among the tables by clicking on the desired table’s
name, in the navigation pane. You can also switch between the tables by
switching the tabs, as shown in the above figure.
NOTES
10. This is how you can create your own database in MS Access 2010.
• Import data from different sources
You can import data from various sources.
Steps for importing data into a blank database from different sources, are as shown:
1. Click on the External Data tab and from the Import & Link group,
select the file you want to import. Suppose, you select Text File.
2. When you click on the Text File, then Get External Data- Text File
dialog box will appear in the window.
Screenshot displaying Get External Data- Text File dialog box is as
shown:
3. Click on the OK button. The Import Text Wizard dialog box will appear
on the screen.
4. Click on the Next button and follow the instructions written on next pages.
On the last page insert the table name in which you want to insert the text
file, and then click on Finish option.
5. Once again Get External Data- Text File dialog box will appear on the
window. Check the Save import steps check box and click on the Import
button.
6. On doing this, the text file will be imported into the selected table.
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Access Database Wizard, 12.3.2 Creating a Database from a Template
Pages and Projects
When you start Microsoft Access, you are offered the option of creating a new
database or opening an existing database. In MS Office 2010 edition, Backstage
NOTES view has been included, which helps the user to create a database or word
documents in the desired format. It also enables the creating and managing of
documents, sharing of files and provision of greater security.
Steps for opening the Backstage View are as follows:
1. Click on the File tab of Microsoft Access 2010, which will take you to
Backstage View. Screenshot displaying File tab is as shown:
2. Click on the New tab from the sidebar. Available Templates will be
displayed.
Screenshot displaying creation of new database in Backstage View is as
shown:
3. Select other templates available under the heading Office.com.

Screenshot displaying Template Groups is as shown:
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Pages and Projects
NOTES
4. Select any type of template you want.

5. You can find more information about the template from the visual preview
present on the right side of the window.
Screenshot displaying selection and preview of a template, is as shown:
6. Click on the Download option for downloading the selected template.

Screenshot displaying Download command is as shown:
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Access Database Wizard, 7. When you click on the Download option, the Downloading Template
Pages and Projects
dialog box will appear.
Screenshot displaying Download Template dialog box is as shown:
NOTES
8. After downloading, the selected template will open automatically.
12.4 WORKING WITH TABLES
In Microsoft Access 2010, there exist four types of database objects, namely—,
tables, forms, queries and reports. Tables constitute the most important database
object in MS Access. Tables are used for storing data. In this section, user will
learn how he can open an existing table or create a new table.
How to Open an existing table
Steps for opening an existing table are as shown:
1. Open MS Access 2010. Open the database and locate the Navigation
Pane.
2. Locate the table which you want to open, from the Navigation Pane.
Screenshot displaying how to navigate a table using the Navigation Pane
is as shown:
3. Double click on the table name.
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4. The selected table will open and it will appear as a new tab in the Document Access Database Wizard,
Pages and Projects
Tabs bar.
Screenshot displaying the table as a new tab in the Document Tabs bar is
as shown:
NOTES
Create a new table

Steps for creating a new table are as shown:
1. Start MS Access 2010.
2. Click on the New Button and select Blank Database from the Available
Templates option.
3. Click on Create option. The new database file will open.
Screenshot displaying Create tab is as shown:
4. Click on the Create tab.

5. Click on the Tables command under the Tables group.
Screenshot displaying Tables command is as shown:
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Access Database Wizard, 6. Right click on Table under the Document Tabs Bar.
Pages and Projects
Screenshot for displaying e table under the Document Tabs Bar is as
shown:
NOTES
7. Click on the Save command from the options available on the list.
8. When you click on Save command, the Save As dialog box will appear on
the screen.
Screenshot displaying Save As dialog box is as shown:
9. Enter the file name, according to your own choice in the Save As dialog
box.
10. Click on the OK button.
There are four important types of database objects in Access 2010. They are
forms, queries, reports and tables. Among these tables are considered the most
important. This is because any data that is stored in Access is stored only in tables.
Table is a set of information about a specific subject. For example, a table could
have information about all the departments in a company. Table contains records
and each record contains information about one unit. Hence, the record of a table
is represented by rows of that table. Field contains records of same type. Hence,
field of a table is represented by columns of that table.
Screenshot displaying the fields and records of a table is as shown:
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12.4.2 Navigating within Tables Access Database Wizard,
Pages and Projects
Users can scroll up, scroll down, up arrow key and down arrow key for navigating
through records in a table. You can also use the arrow present in the record
navigation bar, for navigating through records in a table. If you want to locate any NOTES
record from an open table, it can be easily found by using record search box. For
searching any record in the table, place the cursor in search box and type any
word helpful in searching for that record and press enter key.
Screenshot for displaying Record Bar is as shown:
Steps needed for locating a particular record from a table are as shown:
• Record Navigation Bar
• The Record Navigation bar allows you to navigate through records one
at a time. Click the arrows to move from record to record, navigate directly
to a record by searching for it with the record search box. You can also
use the Record Navigation bar to add a new record to the current table.
1. Place the cursor in the search textbox and type the search criteria.
2. This word should appear in the record.
Screenshot displaying the word in search text box is as shown:
3. Now, press the Enter key. You will find the record. In order to find a
similar match, press Enter again.
Check Your Progress

1. What is the significance of ribbon?
2. What are the different types of database objects?
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Pages and Projects 12.5 ANSWERS TO CHECK YOUR PROGRESS
QUESTIONS
NOTES 1. Ribbon is a component of the new user interface provided by MS Access

2010. This Ribbon view makes it easy to access the various commands
for different applications. Ribbon is basically a set of toolbars that lists the
various commands and tools available in MS Access 2010, for performing
various tasks or activities.
2. There are four important types of database objects in Access 2010. They
are forms, queries, reports and tables.
12.6 SUMMARY
• On the top of the program window, is a strip called the Ribbon. This Ribbon
is a component of the new user interface provided by MS Access 2010.
This Ribbon view makes it easy to access the various commands for different
applications.
• The term “database” is used to describe a collection of related “data”
(information) stored on computers.
• MS Access 2010 provides a large number of pre-built templates. However,
sometimes a user has very unique needs or the user may have existing data
that he or she needs to incorporate. Then, the user may need to design his
own database. You can create your own database by creating your own
tables, reports, forms etc.
• In Microsoft Access 2010, there exist four types of database objects,
namely—, tables, forms, queries and reports.
• Users can scroll up, scroll down, up arrow key and down arrow key for
navigating through records in a table. You can also use the arrow present in
the record navigation bar, for navigating through records in a table. If you
want to locate any record from an open table, it can be easily found by
using record search box.
12.7 KEY WORDS

• Record: Record is a complete set of information about various objects, in
the form of a table.
• Database: A database is a collection of one or more than one object
records.
• Backstage View: Backstage View refers to a group of commands, used
to perform different types of tasks on documents. It has features which
enable creating and managing of documents, sharing of files and provision
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12.8 SELF ASSESSMENT QUESTIONS AND Pages and Projects
EXERCISES
1. Create a database on student enrolment information using MS Access. NOTES

2. Insert a new record in the database you have created.
3. Create a database of employees in an organisation using a template.

house.
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Datasheet Records
UNIT 13 DATASHEET RECORDS

NOTES Structure
13.0 Introduction
13.1 Objectives
13.2 Working with Records
13.3 Sorting and Filtering Records
13.4 Working with Queries
13.6 Summary
13.7 Key Words
13.0 INTRODUCTION
In this unit, you will learn about the adding, editing records and query designing.
Database refers to a set of organized data or a collection of records; for example,
employee’s records, student’s records, etc. Many tables can be created in one
database. Once you have prepared the database, you can add, delete, modify
and manipulate the database, tables or even records. You will also learn about the
sorting and filtering. MS Access 2010 provides a special kind of property, to
make working with a large amount of data easier and smoother. When a user
works with a large amount of data, it is very important to sort and filter data for
easy accessibility. Therefore two tools—Sorting and Filtering are available, which
help to customize viewing and organization of data.
13.1 OBJECTIVES

• Insert and edit new records
• Sort and filter records
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Datasheet Records
13.2 WORKING WITH RECORDS

NOTES
In Access, the user can enter data exactly like it is entered in Excel.
Steps for adding a new record are as follows:
Click on the New command under the Records group of Home tab.
Screenshot displaying the New command is as shown:
Second way of adding a new record is as follows:

Click on the New button visible on the Record Navigation bar, present at
the bottom of the window.
Steps for saving a record are as follows:

Click on the Save command under the Records group of Home tab.
Screenshot displaying Save command is as shown:

Users can make changes in any record. For making changes just click on the
word which you want to replace. You can update records using the find and
replace options.
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Datasheet Records Steps for replacing a word in any record are as shown:
1. Click on the Home tab.
2. Click on the Replace command, under the Find group.
NOTES 3. When you click on the Replace command, the Find and Replace dialog
box will appear on the screen.
Screenshot displaying Find and Replace dialog box is as shown:
4. Enter the word which you with which you want to replace, in the text box in
front of Find What:
Screenshot displaying the Find What: option is as shown:
5. Enter the word which you want to replace, in the text box in front of Replace
With. Screenshot displaying the Replace With option is as shown:
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6. Click on Look In: drop down menu and select the part of the text in which Datasheet Records
you would like to search and replace a word.

7. Click on the Match: drop down menu and select how closely you would
want to match your search.
NOTES
8. Click on the Find Next button, in order to find the next occurrence of the
searched word.
9. Click on the Replace button. You can click on Replace or Replace All
options as per your need. Replace All option can also be used. In this
case all the instances where the Find What: term appears, gets replaced
with the term mentioned in Replace With.
Steps to follow for deleting a record are as shown:
1. Select the entire row by clicking on the grey row in front of the record
to be deleted. The whole row gets selected.
2. Under the Home tab, in the Records group click on Delete command.
This will permanently delete the entire row.
The user can change the appearance of a table, by modifying the size of its fields
and records. There are various ways for changing the appearance of tables.
Modifications are required for making the table easier to understand.
Modify the size of rows and columns
If your rows and columns are too small too large to contain the data, then you can
resize them according to your needs.
Steps needed for resizing a field are as shown:
1. Locate the cursor placed on the right gridline in field title. The cursor
will become a double arrow.
2. Click on the gridline and drag it to right, if you want to increase the
width of field. Otherwise to decrease the width of the field, drag it to the
left.
3. When you take your hand off the mouse, the width of the field will be
changed.
Steps for resizing a row are as shown:
1. Place the cursor on the bottom gridline and click on the grey row which
is to be resized.
2. A double arrow appears, on which you can click and drag downwards
to increase the width, and upwards to decrease the width.
3. Release the mouse when the proper adjustment is made and you will
find that the row height has changed.
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Datasheet Records Hiding fields
If you want to keep any field secure so that it cannot be changed by anyone
except you, then you need to hide the field. Hidden fields are those which are
NOTES invisible to the user but are still a part of your database. These fields can be
accessed using forms, reports and queries.
Steps needed to hide a field are as shown:
1. Right click on the title of field, which you want to hide from others.
2. Select the option Hide Fields from the drop down menu.
Screenshot displaying how a field is hidden is as shown:
3. When you click on Hide Fields, the selected field is hidden from all the
users.
4. If you want to unhide the hidden field record, then right-click on the field
and select Unhide Field option from the drop-down menu.
13.3 SORTING AND FILTERING RECORDS
MS Access 2010 provides a special kind of property, to make working with a

large amount of data easier and smoother. When a user works with a large amount
of data, it is very important to sort and filter data for easy accessibility. Therefore
two tools—Sorting and Filtering are available, which help to customize viewing
and organization of data.
Sorting means arranging the information into a logical order. Sorted record
is easy to find, read and understand, than unsorted records. In MS Access
database, you can sort the information in ascending or descending order. You can
sort the text and numbers both ways. Sorting text in ascending order, implies
arranging the record alphabetically A to Z and for descending order it implies
arranging the record from Z to A.
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Filtering means displaying only the information you want to see. To create a Datasheet Records
filter, you have to specify some criteria for the records. Filtering process requires
setting of specified conditions or criteria to produce the result. There are two
ways to filter the record: filtering text by a search term and filtering number by a
search term. NOTES
Filtering Text by a Search Term

In order to filtering text by entering a search term, there are few helpful options:
• Contains
• Does Not Contain
• Ends With
• Does Not End With
• Equals
• Does Not Equal
• Begins With
• Does Not Begin With
Steps to Filter Text by a Search Term
You need to follow the steps below to filter a text by entering search term:
• Find a drop-down arrow alongside the selected field names which you
want to filter. Click on the drop-down arrow (See the following figure).
• When you click on drop down arrow, a drop down menu list appears on
the screen. Move the mouse cursor over Text Filters and select as you
see fit. Suppose you clicked on Contains, the figure that will appear will
be:
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Datasheet Records • After clicking on Contains, a Custom Filter window will appear that will
ask for a search term to be entered. Enter the term in the text-box and click
on OK button (See example in figure below).
NOTES
• Now, you will obtain the record with the filtered term (See following
screenshot).
Filtering Numbers by a search Term

In order to filter numbers by entering a search term, you have the following options
which help in sorting:
• Equals
• Does Not Equal
• Greater Than
• Less Than
• Between
Steps to Filter Numbers by a Search Term
You need to follow the steps below to filter numbers by entering a search term:
• Find a drop-down arrow besides the selected field names and click on the
drop-down arrow.
• Select Number Filters and click on the required option. Suppose you
click on the Greater Than option, the following figure will appear:
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• After clicking on Greater Than, the Custom Filter window will appear Datasheet Records
that will ask for a search term to be entered. Enter the number in the text-
box and click on OK button (See example in figure below).
NOTES
• Now, you will obtain the record with the filtered term (See following
screenshot).
13.4 WORKING WITH QUERIES

Queries are the commands that are used to retrieve and update the data based on
the conditions depending upon the business requirements. Queries also help to
organize the view of the data. Two ways to create or design the query are as
follows:
• Query with wizard
• Query with design view
• Query in design view
For creating or designing query in design view, Steps used are as follows:
1. First, click on Create tab of menu bar of Microsoft Access2010.
2. As you click on the Create tab, Queries group containing the two options
as Query Wizard and Query Design appears.
Screenshot displaying the Queries group is as shown:
3. Now, suppose if there are two tables: Studentlist and grade. Now, click on
the Query Design option of the Queries group.
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Datasheet Records Screenshot displaying the two tables named Studentlist and grade is as
shown:
NOTES
4. Now as you click on the Query Design, a Show Table dialog box appears
on the screen.
Screenshot displaying the Show Table is as shown:
5. In the Show table dialog box, there are two tables as Studentlist and grade,
click on the Add button available at the bottom of the dialog box.
Screenshot displaying the Add button is as shown:
6. As you click on the Add button, both the tables will be added for designing
the query.
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7. Select the fields for solving the query. Datasheet Records
Screenshot displaying the fields selected for the query is as shown:
NOTES
8. At last, click on Run in the Design Tab.

Screenshot displaying the Run command in the Design tab is as shown:
9. As you click on Run, final query solution appears.
• Query Design with Wizard

Steps used to design query with Wizard are as follows:
1. Go to the Create tab and click on the Query Wizard option of the Queries
group.
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Datasheet Records 2. As you click on the Query Wizard option, a New Query dialog box
appears on the screen.
Screenshot displaying the New Query dialog box is as shown:
NOTES
3. Select the Simple Query Wizard option in the New Query dialog box.
4. Click on the OK button available at the bottom of the New Query dialog
box.
5. As you click on the OK button after selecting the Simple Query Wizard
option , a new dialog box named Simple Query Wizard appears on the
screen.
Screenshot displaying the Simple Query Wizard dialog box is as shown:
6. In the Simple Query Wizard dialog box, select the query for selected
fields.
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Screenshot displaying the Selected Fields as ID is as shown: Datasheet Records
NOTES
7. Now, click on Next button and then, Finish button to end the process.
Screenshot displaying the new window opened by designing the query with
Query wizard is as shown:

Query is a process to draw on data present in one or more tables and find the
result of a question, with the help of table search and compilation.
One-Table Queries
In order to design and work with a one-table query follow the steps below:
1. Click on the Query Design command under the Create tab, located in
the Queries group.
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Datasheet Records 2. After clicking on Query design, Show Table dialog box will appear. Now
you have to select a table for which you wish to run queries and click on
Add button. Click on Close to exit the dialog box.
3. After selecting the table, a small window appears containing all the field
NOTES
names present in the selected table (see figure below). You can double-
click on the field names to include those field criteria, in the one-table query.
4. Suppose you want to include the columns age and address in customer
table. You can insert the values in the criteria column, as shown in the snapshot
below:
5. Click on Run.
6. Now you can find the Query results in the datasheet view.
Multi-Table Queries
In order to work with a Multi-Table query, follow these steps:
1. Click on Query Design under the Create tab, is located in Queries group.
2. The Show Table dialog box will appear (see figure below). Now select
two or more tables for run query and click on Add button. Next, click on
Close button to exit the dialog box.
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3. Double-click on the field names from both tables, to include the field criteria Datasheet Records
in multi-table queries. Once the fields are added, you can place the criteria
of each search in the table below and click on Run. A datasheet view of the
resulting table will be displayed (see figures below).
NOTES

There are several instances, wherein joining tables plays an important role in fielding
a database query. By joining tables, a two way connection between the tables is
formed. There is a join-line which connects two tables.
Join-line is actually an arrow which indicates the relationship between tables. In

the above figure, the join-line indicates that one customer can place many orders.
The query that you design indicates the way in which two or more tables can be
joined, by using the join-line.
Follow these steps to modify the query fields:
By opening query in Design view: First select the query that you want to modify.
Now, right click on the table name, and select the design view icon. This icon can
also be found on the upper left portion of the window. On finding the design view,
you can insert new fields and their data type.
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Datasheet Records
NOTES
1. Adding fields: It can be done by using an Open Table Entry. Open Table
Entry refers to the row that does not contain any information or record.
Right click on this row, you will find the Insert Column option. You can
select this option and add a new field.
2. Removing fields: This can be done by selecting the field name that you
wish to remove, from the query table. If you want to remove any particular
column, simply right click on that column and select the Delete Column
option (See figure below).

If you want to sort the result by alphabetical order, you need to follow the steps
below:
1. First select the field, wherein you wish to apply the alphabetical sorting.
Right click on the selected field and click on sort A to Z option / sort Z to
A option.
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2. In case you want to sort according to numerical values, follow the same Datasheet Records
steps as above and click on either of the options— Largest to Smallest/

Smallest to Largest.
NOTES

Hiding a field within a query means hiding a single column or hiding the number of
columns. To hide a column, you need to select the column that you wish to hide.
You can also do multiple selections, by dragging and extending the selection without
releasing the mouse button. Next, you need to find the Format menu. Right click
on this selection you will find the Hide Columns option. Finally, click on Hide
Columns option. The selected column/columns will be hidden.
You can unhide the column/columns by simply following the same procedure as
above. You have to click on Unhide Columns option in the menu. A small prompt
box will appear showing all the fields of the table, including the hidden as well as
unhidden ones. You can then select which field to hide/unhide.

There are various types of queries. Some of them are:
• Select Query: Select Query is used to view or analyze data from more
than one table.it helps to correlate one or more tables, by acting as a filter.
• Make-Table Query: It helps to create a new table, from the result of a
selected query and archived old data.
• Update Query: It is used to update or change the selected data in a table.
These changes can be made to one or more than one table.
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Datasheet Records • Append Query: Append query is used to add records from one table to
another table. Two or more tables can be merged by appending one table
to the end of another.
• Delete Query: Delete query is used to delete data from the selected table.
NOTES You can delete a set of data from one or more tables.
• Union Query: It is used to put the matching fields in one table from more
than one selected table
Check Your Progress

1. Write the steps for resizing a field.
2. What are the two ways of creating or design the query?

QUESTIONS
1. Steps needed for resizing a field are as shown:
(i) Locate the cursor placed on the right gridline in field title. The cursor
will become a double arrow.
(ii) Click on the gridline and drag it to right, if you want to increase the
width of field. Otherwise to decrease the width of the field, drag it to
the left.
(iii) When you take your hand off the mouse, the width of the field will be
changed.
2. Two ways to create or design the query are as follows:
(i) Query with wizard
(ii) Query with design view
13.6 SUMMARY
• In Access, the user can enter data exactly like it is entered in Excel.
• Users can make changes in any record. For making changes just click on
the word which you want to replace. You can update records using the find
and replace options.
• Hidden fields are those which are invisible to the user but are still a part of
your database. These fields can be accessed using forms, reports and queries.
• Sorting means arranging the information into a logical order. Sorted record
is easy to find, read and understand, than unsorted records.
• Filtering means displaying only the information you want to see. To create a
filter, you have to specify some criteria for the records.
• Queries are the commands that are used to retrieve and update the data
based on the conditions depending upon the business requirements. Queries
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Datasheet Records
13.7 KEY WORDS
• Hidden Fields: Fields which are not to be used or edited by other users
are kept hidden and are known as hidden fields. NOTES
• Data Types: It refers to the type of data which you want to insert in a
database. For example: text, numeric or alphanumeric.
• Filter: The filter sorts out records from a single or multiple tables, on the
basis of a specified condition.
• Fields: Vertically arranged columns are called fields.

EXERCISES
1. Add the following fields to the employee table, with the appropriate data
types: LName (for last name), TelNum (for telephone number), DOB (for
date of birth), DateJoined, Salary, Address, City, PostalCode, OnLeave
and Gender. Perform the following:
(i) Fill in some records in your table.
(ii) Update/ edit the records
(iii) Sort and apply filter
2. Perform the following operations on the table that you have created.
(i) Create a new query that shows all the information of the table.
(ii) Create a new query that displays the name of the employees.
(iii) Create a query that displays the name along with the gender of the
employees
(iv) Create a query to update the phone number of an employee.

house.
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Forms
UNIT 14 FORMS
NOTES Structure
14.0 Introduction
14.1 Objectives
14.2 Working with Forms
14.2.4 Adding Design Controls
14.3 Working with Reports
14.5 Summary
14.6 Key Words
14.0 INTRODUCTION
In this unit, you will learn about the forms and reports. A form in Access is a
database object that you can use to create a user interface for a database
application. A bound form is one that is directly connected to a data source such
as a table or query, and can be used to enter, edit, or display data from that data
source. Report is an effective way to display the database record in an organized
manner. It can be created either by using a form or a table or by using a query. In
report, you can group or summarize information.
14.1 OBJECTIVES

• Understand the significance of forms
• Work with forms and add design controls
• Create and design reports
• Print and save reports in print preview
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Forms
14.2 WORKING WITH FORMS

NOTES
1. Forms are mainly used for the entering of data, navigating it, as well as
generating and altering the database records.
2. You can use different colors, themes, fonts and charts in the form, to make
the database or tables attractive and bright.
3. Data in the database becomes more relevant when forms are used and
forms can be made meaningful by describing the semantic of a database.
4. You can see multiple tables simultaneously in a form.
There are two simple ways of creating a form in MS Access, either by using
AutoForm or Form Wizard. AutoForm is a very quick and an easy way to
produce a form as it performs the required task just at the click of a button:
Steps to create Autoform in MS Access are as follows:
1. Click on the Create tab available on the Ribbon View.
2. As you click on the Create tab, Forms group containing the various options
or controls for creating the form appears in front of you.
Screenshot displaying the Forms group is as shown:
3. Now, click on the Form option of the Forms group.

4. As you click on the Form option, a new form
Screenshot displaying a new form created named Table1 is as shown:
• Creating Form by Wizard

The Form Wizard is equally easy to use and offers you various additional options.
Steps to create the form by Form Wizard are as follows:
1. Click on the Create tab available on the Ribbon View.
2. As you click on the Create tab, Forms group containing the various options
or controls for creating the form appears in front of you.
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Forms 3. From the Forms group select the Form Wizard option and click on it.
Screenshot displaying the Form Wizard option is as shown:
NOTES
4. As you click on Form Wizard option, a Form Wizard dialog box appears
on the screen.
Screenshot displaying the Form Wizard dialog box is as shown:
5. In the Form Wizard dialog box, all the fields available in the table are
shown in the Available Fields ListBox.
6. Click on the double arrow >> in the Available Fields ListBox to move the
fields available in the Available Fields ListBox to the Selected Fields
ListBox.
7. Now, click on Next button present in the bottom of the Form Wizard
dialog box.
8. As you click on the Next button, a new dialog box containing the different
layouts for the form appears.
Screenshot of the dialog box containing the different layouts for the form is
as shown:
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9. In the Form Wizard dialog box, select the layout Columnar and then click Forms
on Next and then, Finish button.

10. As you click on the Finish button, a new form will be created using Wizard.
Screenshot of the Form created using Wizard and having ID Field is as NOTES
shown:

For working with forms in MS Access, you will need to learn how to create a new
form or modify an existing form. You will also learn how can you view or edit the
information given in a form. In this section you will also study the usage of form
properties and designing controls for verifying the working of forms.
Open an Existing Form
Steps for opening an existing form are as follows:
1. Open Microsoft Access 2010 and go to the Navigation Pane present on
the left hand side of the window.
2. Choose the form you want to open from the Navigation Pane.
3. The form which you want to open will appear in the Document tab bar.
Screenshot displaying existing form is as shown:
Entering and Modifying Data

Steps for adding a new Record in the form are as follows:
1. Go to the Home Tab. Click on the View option present in the Ribbon.
2. A list will appear, select Layout View from this list.
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Forms 3. Click on the New command under the Records group of Home tab.
Screenshot displaying the New command is as shown:
NOTES
The second way of adding a new record is as follows:

Click on the New button present on the Record Navigation bar, located at the
bottom of the window.
Steps for removing a record from a form are as follows:

1. Go to the Home Tab. Click on the View option present in the Ribbon.
2. A list will appear, select Form View from this list.
3. Select the record which you want to delete from the form.
4. Click on the Delete command under the Records group of Home tab.
The selected record will be permanently deleted from the form.
Screenshot for displaying the Delete command is as shown:
Steps for adding a field to a form are as follows:

1. Go to the Home Tab. Click on the View option present on the Ribbon.
2. A list will appear. Select Design View from it.
3. Click on the Design Tab.
4. Click on the Add Existing Fields command under the Tool group of the
Design tab.
5. When you click on the Add Existing Fields command, a Field List pane
will appear on the screen.
6. Double click on the name of the required filed.
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14.2.4 Adding Design Controls Forms
There are several Design Controls present in the forms for setting restrictions on
the various fields. Options include button, list box, image, levels, text boxes
etc. NOTES
Combo Boxes
It is a drop down list which can be used in the place of fields. Combo box restricts
the information entered by the user, by forcing them to select only pre-determined
options.
Steps for creating a combo box are as shown:
1. Go to the Home Tab. Click on the View option present on the Ribbon.
2. A list will appear. Select Layout View from it
3. Click on the Design tab.
4. Click on the Combo Box under the Controls group.
Screenshot displaying Combo Box control is as shown:
5. Place the cursor at the position where you want to insert combo box.
6. When you place the combo box, the Combo Box Wizard dialog box will
appear on the screen.
7. Select the option I will type in the values that I want.
8. Click on the Next button.
9. Enter the different choices which you want to see, in the drop down list.
10. Resize the column, if necessary. After resizing click on the Next button.
11. Select the option Store that value in this field, and then click on the drop
down arrow and select the field for storing the recorded selections.
Afterwards, click on the Next button.
12. Name the label which will appear next to combo box.
13. Click on the Finish button.
Users can add logos and images to forms for improving their appearance. Users
can also apply different themes, colors and fonts to their forms.
Steps for changing the theme of the form are as follows:
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Forms 2. Click on the Design tab under the Form Layout Tool.
3. Click on Theme option. Select the theme which you want to apply on your
form.
NOTES Screenshot displaying Themes is as shown:

To change the size and arrange the fields of the form as you wish to, you have to
modify the layout of the form.
Steps for resizing the components of the form are as follows:
1. Select the Layout view from the View tab in the Ribbon.
2. Select the fields of the form. You will see a double arrow shape.
3. Click and drag the component for resizing the form.
Screenshot displaying the resized fields is as shown:

You can modify the appearance of a form by changing its color and font. These
modifications are applied to the form to make the form more attractive. You can
change the color of each field of the form, of levels, of buttons, of text box, etc.
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You can also change the font of each component of the form. Forms
Steps for changing the color of the form are as follows:

2. Select the Background Color Command from the Text Formatting group. NOTES
Screenshot for displaying Background Color command present in Text
Formatting group is as shown:
3. Click on the drop down menu and choose the color which you want to
apply to your form.
Screenshot for displaying the color is as shown:
Here, you can apply different color to the various levels, text boxes, buttons and
titles. We have given another color to the form name student and the font size has
also been made different and bold. The font color is also different.
14.3 WORKING WITH REPORTS
Report is an effective way to display the database record in an organized manner.

It can be created either by using a Form or a Table or by using a Query. In
report, you can group or summarize information.
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Forms Creating a Report
Steps for Creating a Report are as follows:
1. Select the Table or Query for which you want to create a Report.
NOTES 2. Click on the Create tab present in the ribbon window and go to the Reports
group (see figure below).
3. Click on the Report Command.

4. Report will be created. You can see the following Screenshot, displaying
the report of a student:
Resizing the Report

Steps to resize a field are as follows:
1. Select the particular field that you want to resize.
2. A shape (<->) will appear.
3. Drag the edge of the field until you reach the desired size.
Deleting a field from the Report
Steps to delete a field are as follows:
1. Select the layout view and Click Home tab under the Ribbon Group.
2. Select the particular field that you want to delete.
3. Click on Delete Command under the Records group (see the following
screenshot).
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NOTES
Saving a Report
Steps to save a report are as follows:
1. To save the report, click on Save or Save As button, present in the Quick
Access Toolbar.
2. When you click on the Save button, a new pop up window will appear on
the screen prompting you to write the name of your report.
3. Click OK button.
Reports are designed to create an organized output of data from your database.
With a Report, you can group and summarize information. You can’t edit the data
in a Report but if you make the modifications in the Table, Query, or Form you will
see the results when you open the Report again.
There are two ways of designing the Report:
• Design with wizard and design with design view.
• Begin by creating a report for the student list table using design view.
• Report design with Wizards
Wizard helps in designing the reports by providing options step by step for designing
the reports. Report design with wizard can be done using the following steps.
1. Go to Create tab and click on Report Wizard. The screenshot of Report
Wizard button is as shown:
2. The window that appears leads through the steps for creation of report.
The first window asks for choice of table and related columns. This lets you
choose which table the report should be prepared for and what columns
should be displayed. Choose the relevant table and columns from here.
After this, click on Next. The screenshot displaying the first window of
report wizard is as shown:
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Forms
NOTES
3. Now, the next window of wizard asks to set any grouping levels if required.
The report would be shown according to the grouping that has been set.
Select the appropriate settings and click Next. The screenshot displaying
the grouping options is as shown:
4. Next window asks to set any sorting order if required. The data can be
sorted according to any column. Multiple sorting filters can be applied. If
there is same data in a column that is used for sorting, the sorting would be
done according to the next column. The screenshot showing the sorting
option window is as shown:
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5. Now, choose the layout options from the window. This window allows you Forms
to choose whether the report layout should be portrait or landscape and

many other options. The screenshot of the layout window is as shown:
NOTES
6. Now choose a name from the window that is shown. Select the appropriate
choice and click the Finish button. The screenshot of the last window is as
shown:
The screenshot of the generated report is as shown:
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Forms • Report design with design view
The reports can be created using the design view of report creation. In this format
of report can be specified manually. The steps to design the report with design
NOTES view are as below:
1. Click on the table in the Objects list. There’s no need to open it.
2. Move to the Create tab and click on Report. Access shows you the results
in Layout View. The dashed lines show the page breaks, but it’s much
easier to see the layout in Print Preview.
3. Right click on the tab that shows the table name. The screenshot displaying
the table tab with the save option is as shown:
4. Click on Design View button. This opens the window where you can
format the report. Change the names of the columns according to the need.
The screenshot displaying the Design View is as shown:
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NOTES
5. When the design is completed, save the report. For this right click the tab
and click on Save. Put in an appropriate name for the report and click Ok.
The screenshot displaying the Save as dialog box is as shown:

You can modify, print and save a report by using Print Preview. You will see the
report in a format suitable for printing.
Printing a Report
Steps for printing a report are as follows:
1. Click on Home tab and go to View Command.
2. Click on View Command.
3. Select the Print Preview option from the list (see figure below).
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Forms 4. You can change the page Size, page Layout and zoom according to your
choice, by using the Print Preview command on the Ribbon (see the
screen shot of Print Preview below).
NOTES
5. Click on Print command. A dialog box will appear. Set the required options
and then, click on OK button.
Saving a Report in Print Preview
In Microsoft Access 2010, you can save a report in various formats. Reports can
be saved as HTML document, PDF file, XPS file, EXCEL file, TEXT file or as an
E-MAIL attachment.
Steps for saving a report in Print Preview are as follows:
1. Go to Home tab on the Ribbon.
2. Select the View option. A drop down menu list will open.
3. Choose the Print Preview option from the list.
4. Go to the Data group.
5. Select the file type under the Data group wherein you want to save your
report.
6. Suppose you want to save your report in the Text Format. In order to
carry out this task, choose the Text File option under the Data group. An
Export window will open (See figure below).
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7. Click on Browse to locate the file and to write down it’s name. . Forms
8. Choose the desired Export options and click on OK button.

9. An Encoding Dialog Box will open. Choose your desired encoding type.
10. Click OK. You will see a window which will confirm that your report is NOTES
successfully submitted. Finally, click on Close. The report will be stored as
a Text.
MS Access 2010 allows modification of the report, according to your choice. You
can give different colors to the layout, add a header, footer, logo and modify the
text to change the appearance of the report. Formatting makes the report more
presentable and attractive.
Formatting the Text
Following are the steps for text formatting:
1. Click on View option and select the Layout View.
2. Select the Home Tab. Go to the Text Formatting Group (see the
following figure).
3. There are several options under the Text Formatting group for alignment of
the text, for changing the text (Bold, Italic, Underline), for putting different
colors or applying bullets and for changing font size.
4. Choose the appropriate option and modify the text of the report.
Steps for modifying report Header and Footer are:
1. Click on Home tab and select the View tab. A drop down list will open.
2. Select Design View from the list. You will find different options, such as —
Page Header, Page Footer, Report Header and Report Footer (see
the figure below).
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Forms
NOTES
3. To add different text and controls to a Page Header or Footer, go through

the following steps:
a) Click on Page Header.
b) Drag the Bottom edge of Page Header. You will get a white space.
c) Click on Design option under Report Design Tool and go to the
Control Groups (see figure below).
d) Under Control Groups, you can drag and drop the desired control
in the white space of Page Header.
e) You can do the same for the Page Footer also.
Adding or modifying Page Number
Steps for modifying or adding Page Number in a Report are as follows:
1. Go to the Header/Footer group under the Design tab.
2. Click Page Numbers. When you click on Page Numbers, a dialog box
will open (see figure below).
3. Specify the desired Format, Position and Alignment and click OK.
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Modifying or adding Date and Time Forms
Steps for adding or modifying date and time in a report are:

1. Go to Header/ Footer group under the Design Tab.
2. Click on Date and Time command. NOTES
3. A date and time dialog box will open (see figure below).
4. Specify the date and time.

5. Click OK.
Appearance of the report can be enhanced by the following ways:
• By Adding a Logo to a Report
Steps for adding a logo to a report are:
1. Go to the Header/Footer group under the Design Tab.
2. Click on Logo command.
3. When, you click on Logo, the Insert Picture window will open (see figure
below).
4. Click Browse to select a picture and click on OK button.

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Forms • By Adding a Theme in a Report
Steps for adding a theme are as follows:
1. Click on Design Tab under the ribbon window.
NOTES 2. Select Form Layout Tool.
3. Go to the Themes Group. List of available themes appears.
4. Select and click on desired Theme.
Check Your Progress

1. What is the requirement of forms?
2. Write the steps for opening the form.
3. Write the steps for changing the theme of the form.

QUESTIONS
1. Forms are mainly used for the entering of data, navigating it, as well as
generating and altering the database records.
2. Steps for opening an existing form are as follows:
(i) Open Microsoft Access 2010 and go to the Navigation Pane present
on the left hand side of the window.
(ii) Choose the form you want to open from the Navigation Pane.
(iii) The form which you want to open will appear in the Document tab
3. Steps for changing the theme of the form are as follows:
(i) Click on the Home tab.
(ii) Click on the Design tab under the Form Layout Tool.
(iii) Click on Theme option. Select the theme which you want to apply on
your form.
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Forms
14.5 SUMMARY
• Forms are mainly used for the entering of data, navigating it, as well as
generating and altering the database records. NOTES
• There are two simple ways of creating a form in MS Access, either by using
AutoForm or Form Wizard. AutoForm is a very quick and an easy way to
produce a form as it performs the required task just at the click of a button.
• There are several Design Controls present in the forms for setting
restrictions on the various fields. Options include button, list box, image,
levels, text boxes etc.
• Combo Boxes is a drop down list which can be used in the place of fields.
Combo box restricts the information entered by the user, by forcing them to
select only pre-determined options.
• Report is an effective way to display the database record in an organized
manner. It can be created either by using a Form or a Table or by using a
Query. In report, you can group or summarize information.
• MS Access 2010 allows modification of the report, according to your
choice. You can give different colors to the layout, add a header, footer,
logo and modify the text to change the appearance of the report.
14.6 KEY WORDS
• Form Header: It places information at the top of the every form.

• Form Footer: It places information at the bottom of the every form.
• Layout view: It represents the data form and control in the form from the
data source at the same time.
• Read Only: When you use the term Read only, it means you can only read
data, but not modify the records.
• Report: Report is a database object that displays records in the form of
table or query. The database object has the same appearance as printed
format.

EXERCISES
1. Create a form using wizard.

2. Open an existing wizard and perform the following:
(i) Add a new record.
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Forms (ii) Modify/ update a record.
(iii) Add design controls/ Combo boxes.
3. Create a report in MS Access using the records of any database that you
NOTES have designed.

house.
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ALAGAPPA UNIVERSITY

[Accredited with ‘A+’ Grade by NAAC (CGPA:3.64) in the Third Cycle

Directorate of Distance Education

B.Sc. (Information Technology)

OFFICE AUTOMATION LAB

Assistant Professor in Information Technology,

"The copyright shall be vested with Alagappa University"

Vikas® is the registered trademark of Vikas® Publishing House Pvt. Ltd.

BLOCK II: MS-EXCEL

BLOCK III: MS-POWER POINT

BLOCK IV: MS-ACCESS

BLOCK V: FORMS IN MS ACCESS

UNIT 2 STYLES 15-29

UNIT 3 TABLE MANIPULATIONS 30-39

BLOCK II: MS-EXCEL

UNIT 6 FORMATTING CELLS 73-85

UNIT 7 SORTING AND FILLING 86-92

UNIT 8 GRAPHICS 93-102

BLOCK III: MS-POWER POINT

UNIT 10 SLIDES 114-138

UNIT 11 VIDEO AND AUDIO EFFECTS 139-152

BLOCK IV: MS-ACCESS

UNIT 13 DATASHEET RECORDS 172-189

BLOCK V: FORMS IN MS ACCESS

UNIT 1 WORKING WITH FILES

After going through this unit, you will be able to:

• Contextual Tabs: It displays the Commands for a particular selected

displayed as thumbnail preview.

5. Click on Add button. Draw Table will be added in New Group.

Check Your Progress

1.3 REQUISITE WORD: ESSENTIAL FEATURES

NOTES 1.3.1 File Management

The six sections present inside File are as follows:

Inserting time SHIFT+ALT+T

Check Your Progress

1.4 ANSWERS TO CHECK YOUR PROGRESS

1. Ribbon interface is a set of tabs and commands, required to perform various

• Ribbon interface is a set of tabs and commands, required to perform various

• Ribbon: It is a set of tabs and commands to perform various sets of functions

1.7 SELF ASSESSMENT QUESTIONS

1. Perform the following operations on MS Word.

1.8 FURTHER READINGS

Srivastava, S.S. 2008. MS Office. New Delhi: Firewall Media.

2.2 FORMATTING WITH STYLES

To select a style quickly

Result after applying formatting style is as shown:

2. Go to Modify…, which shows Modify style.

4. Click OK to apply the changes.

• The second option which appears in the Illustrations is the Clip

• The Shapes button of the Illustrations toolbar is used to draw

custom shapes to a document.

different types of graphics such as basic block, hexagon, matrix, relationship

• The Chart button of the Illustrations toolbar is used to add different

The graphical representation of the numerical data is as follows:

• The Screenshot dropdown box is used to take screenshot of images

Create Graphic. On clicking on Add Shape, options are presented

2.3 BULLETS AND NUMBERING

• After selecting a particular symbol from the Symbol window or a picture

Check Your Progress

2.4 ANSWERS TO CHECK YOUR PROGRESS

1. The default Style chosen in the word is Normal.

2.6 KEY WORDS

• Illustrations: It is the area which is used to insert different types of images.

2.7 SELF ASSESSMENT QUESTIONS