Word Processors and Spreadsheet

CHAVAKALI HIGH SCHOOL ICT DEPARTMENT
WORD PROCESSORS
Editing Word Documents

-Editing refers to making necessary modifications to an existing word document.
-The Ms Word automated tools used for editing are: spelling and grammar checker, thesaurus,
undo and redo, find and replace etc.
-Basic editing can be done using delete, insert and overtype/overwrite commands and backspace
key.
Block Editing Operations

-The purpose of selecting or highlighting is to enable the user to manipulate the selected block
of text.
-This is done using a mouse or a combination of keyboard keys.
Selecting with a mouse

Procedure (see Longhorn Secondary Computer Studies Book 2, p. 12)
Selecting with the keyboard

Editing Modes
The two editing modes in a word processor that assist the user in editing individual characters in
a text document are: Insert and overtype mode.
Insert Mode
It is the default mode in most word processor. This is whereby when text is inserted between
words or characters, it pushes the characters on the right to create room for the new insertion at
the insertion point.
Overtype mode
This is whereby when text is typed between existing words or characters, the new insertion
automatically replaces the characters on the right of the insertion point.
Deleting text
The two keys used for deleting text and objects are: Backspace and delete keys
To delete a character or word from the right to the left, place the insertion pointer on the right of
the word, the press the backspace key.
To delete a character or word to the right of the cursor position, place the insertion pointer on
the left of the word, then press the delete key.
To delete a block of text, highlight the text to be deleted, and then press the delete/del key.
Restoring deleted text

Click the undo command or press Ctrl + Z on the keyboard.
Copying and moving text and objects

-Copying means creating a duplicate of text or an object in a document.
-Moving means changing the location of text or an object in a document.
11
To move text and objects (cut)
To copy text and objects
To paste text and objects
Keyboard shortcuts:
▪ CTRL + C to copy
▪ CTRL + V to paste
▪ CTRL + X to cut
(i) Find and Replace

-Find command is used to search for a word or phrase in a large document.
-Replace command is used to replace a word or phrase in a large document.
Procedure (see Longhorn Secondary Computer Studies Book 2, p. 14-15)
NB: Use keyboard shortcut CTRL +F to display search results for a selected block of text.
Search options are specified by clicking the More>> button. These options include:
1. Match case: This identifies only text that matches in case with that in the find what box.
2. Whole word: Searches for a word or phrase that is whole.
3. Use wildcards: Wildcards are special symbols ( e.g * and ?) that are used to represent a set
of words with certain characters in common e.g. J* means all characters starting with J while
J?? means all names starting with J and having any two other characters.
4. Like: Searches for words which are similar in pronunciation
(ii) Proofreading a document

- Proofreading refers to checking whether the document has typographical or grammatical
errors.
-Ms Word provides proofing tools such as:
a) Spelling and grammar checker
b) Autocorrect
c) Autocomplete and autotext
d) Thesaurus
(a) Spelling and Grammar Checker

-It is an inbuilt tool that helps the user to correct spelling errors and incorrect grammar
structures.
-Spelling errors are underlined in red zig zag lines while grammatical errors in green zig zag
lines.
-The checker only recognizes errors of those words whose correct spelling is in its dictionary. A
correct spelt word used wrongly cannot be deleted hence the document should be proofread
before and after printing.
-Spelling checkers has two types of dictionaries:
▪ Main dictionary (inbuilt): It has English words.
▪ Custom dictionary (user-defined): It has non-English words.
-The checker only recognizes errors of those words whose correct spelling is in its dictionary. A
correct spelt word used wrongly cannot be deleted hence the document should be proofread
before and after printing.
12
To proof a document using spelling and grammar checker;

NB: To correct spelling mistakes, choose one of the options below:
a) Change - To correct only the highlighted incorrect word.
b) Change All - To correct all occurrences of the misspelled word/phrase
c) Ignore - To retain the highlighted word.
d) Ignore All - To retain all the occurrences of the same word or phrase in the document.
e) Add -To add the word into the custom dictionary.
(b) Autocorrect
This feature automatically detects wrongly spelled or capitalized words and replaces them with
the correct spelling. The settings of autocorrect are defined by the user.
To turn autocorrect on or off;
(c) Autocomplete and Autotext

-The feature displays a complete word when the user types the first few characters of the word.
-This enables the user to type faster by simply accepting the suggested word if indeed he intends
to type it.
-If the suggested word is correct, the user presses the ENTER key to continue typing.
To set up autocomplete function;
(d) Using Thesaurus

This is an editing tool that helps the user to find words or phrases with similar meaning
(synonyms) or opposite meaning (antonyms) to the one selected.
To use thesaurus:
(iii) Undo and Redo

▪ Undo reverses the most recently executed command or it reverses the last action carried out.
▪ Redo reverts back to the previous undo operation.
Formatting Word Documents

-This refers to enhancing the appearance of a document.
-Formatting can be done on text, paragraphs, pages or the entire document.
Formatting Text
Text formatting refers to features such as changing fonts (type, style and size of characters),
changing text colour, underlining, bolding, italicising, making a character(s) superscript or
subscript e.t.c.
To format selected text using the format menu,

Bolding
-It makes the selected text appear darker than the rest of the text.
To make text bold;
13
Underline
-It refers to placing a line at the base or bottom of a word or phrase.
To underline text;
Italicising
It is to make the text slant forward.
To italicise text;
Changing font colour

The font default colour is black.
To change the font colour;
Formatting Using the Toolbar

It helps the user to easily format text by clicking the required format button.
▪ Highlight the text to format.
▪ Pick the toolbar icon and click OK.
Using the keyboard shortcuts:

Highlight the text to format.
▪ To bold, press Ctrl + B
▪ To italicize, press Ctrl + I
▪ To underline, press Ctrl + U
Change Case
-Case refers to the writing of alphabetic characters either in capital letters (uppercase) or small
letters (lowercase).
-When typing a text in Word, there are a number of cases the user can apply in order to create
contrast within the document, namely;
1. Sentence case – all the first characters in a sentence are in uppercase (capitalized).
2. Lowercase – all characters in the selected text appear in lowercase.
3. Uppercase – all characters in the selected text appear in uppercase.
4. Title case – all the first characters of each word in a sentence appear in uppercase.
5. Toggle case – it changes upper cases to lower cases and vise versa.
To change case of selected text;

Superscript and Subscript

-Superscript appears just above the rest of the characters e.g. cm2
-Subscript appears just below other characters e.g. H2O
To make the text superscript and subscript;

Paragraph Formatting
-A paragraph is a block of text dealing with a single theme and starting on a new line or indent.
- Formatting features applied to a paragraph include: alignment, drop cap, indenting, line
spacing, setting breaks.
Text Alignment
This is the positioning of text relative to the right margin, left margin or centre of the page.
There are four ways of text alignment: left, right, centre and justify.
14
Left Alignment
-Lines of text are lined up evenly along the left margin but unevenly along the right margin.
To align left
Right Alignment
-Lines of text are lined up evenly along right margin but unevenly along the left margin.
To align right,
Centre alignment
-The lines of text are centered unevenly between the left and right margins.
To align at the center;
Justification
The lines of text are arranged evenly along the left and right margin.
To justify text;
Drop caps
-A drop cap is a decorative character at the beginning of a paragraph to capture attention of the
reader.
-It refers to the act of making the first letter of the first sentence larger than the rest to cover
more than one line.
-The two types of drop caps are:
(i) Dropped: It lies within the paragraph. Characters occupy the space in the lines below it.
(ii) In margin: It lies in the left margin.
To insert a drop cap;
Indenting Paragraph
-The term indent is used to describe the distance or blank spaces used to separate a paragraph
with the left or right margins.
-Indenting refers to moving the text away from the margin.
-Indentation can be done on the;-
▪ First sentence in a paragraph (first line indent)
▪ A whole paragraph (full indent) or
▪ The rest of the text except the first line (hanging indents)
1. First Line Indent

This refers to moving the first line of a paragraph away from the left margin.
To indent the first line;
Alternatively, Put the cursor at the beginning of the paragraph, and then press the tab key.
2. Hanging Indent
This refers to indenting all the lines of the paragraph except the first line.
To apply hanging indent;
3. Full Paragraph Indent
15
-This refers to indentation in which all the lines of a paragraph are moved equidistance from the
left or right margins.
To apply Full Paragraph indent;
Setting Tab Stops

-Tab stops refer to the location the cursor or an insertion pointer stops when the tab key is
pressed.
-Tab stops are used to align text or numerical data relative to the left or right margin.
-They are also used to create data in column form.
-The tab is set by default to 0.5 of an inch.
The five types of tabs that can be set are;
Button Name Purpose
Left tab Text is aligned to the left
Centre tab Text is centred
Bar tab Inserts a vertical line at tab stop and align text to the right of the line
Decimal tab Text is aligned at decimal character
Right tab Text is aligned to the right
To change the default tab stop setting;

Setting Tabs Using the Ruler

-There is a tab alignment button on the left corner of the horizontal ruler.
To set the tabs using the ruler or Tab dialog box;
Lines and Character Spacing

-Line spacing refers to the vertical distance between lines of text.
-Character spacing refers to the space between the characters in the text.
To change line spacing;

Bullets and Numbering

-Bullet and numbering is a paragraph level formatting used to make ordered list easier to read
and follow.
To apply bullets and numbering;
Page and Document Formatting

-This is formatting specific pages or the entire document respectively.
-This includes partitioning a page into columns, page setup, page numbering, inserting headers
and footers, inserting footnotes and endnotes etc.
Columns
Columns are used to partition a page into vertical blocks of content to improve readability.
To set columns;
Setting Page and Section Breaks

16
-Page and section breaks are used to force the cursor or insertion pointer to move to a new page,
column or section in a page. A break indicates where a page, column or section ends and where
the next one begins.
-It allows the user to apply more than one format on the same document.
To insert a column or section break;
Setting up page layout

Page set up options allow the user to specify the size of the margin (using the margin tab), paper
size (using the size command) and layout ((using the orientation command).
To setup a page:
Setting Margins
A margin refers to the blank space around the edges of a page.
To select up margins;
Setting the paper size

The default paper size is A4 or letter.
To specify a paper size;
Specifying page orientation
Page orientation refers to layout of a page on screen or paper.
There are two types of page orientations;
(i) Portrait: Text and graphics are printed with longest side of paper placed
vertically.
(ii) Landscape: Text and graphics are placed with longest side placed horizontally.
To select the page orientation,

Page Layout
It allows the user to specify the vertical alignment of text on the page i.e. how the text will
be placed on the page vertically with respect to the top and bottom margins.
To change page layout settings;
Inserting Headers and Footers

▪ Headers are lines of text that appear in the top margin of every page or selected pages.
▪ Footers appear in the bottom margin of every page or selected pages.
To insert headers and footers;
Page numbering
Page numbers is the process of inserting a sequence of numbers or letters to page of a large
document e.g. a book for ease of reference.
To insert page numbers;

Inserting footnotes and endnotes
17
Footnotes and endnotes are used in large documents to explain, comment on, or provide
references for text in a document.
Footnotes - These are texts that appear at the bottom of a page.
Endnotes - These are texts that appear at the end of a section or the document.
To insert foot notes and endnotes

Using Styles list

Styles list is a predefined set of formats applied to a block of text together at once in order to
consistently format document text.
To create a Style;
Creating and Editing Tables

A table is made up of rows and columns of cells. It is used to organize and present information.
To creating a table;
To creating a table using the drawing tool;

Formatting and editing a table;

To enhance table appearance, apply formatting and editing features on rows, columns and cells.
Inserting and Deleting Rows and Columns

To insert a row;
To insert a column;
To adjust the width of a column;

To delete rows, columns or cells

Merging cells in a table

Merging refers to combining more than one cell within table rows or columns.
To merge cells;
Splitting cells in a table

Splitting refers to subdividing a cell or cells into more cells
To split cells;
Formatting Table Borders and Shading

To enhance table appearance and readability, use inbuilt table styles or custom settings to format
the outline and background colour (shading).
To formatting a table border and background;
18
Table Conversions
To convert a table to text;
To convert text to table;
Importing Tables
To import a table;
Performing Arithmetic Calculation in a Tables

Mathematical calculation such as sum, product and count can be performed in a table
To insert a formula in the cell of a table;

Sorting
A list of numbers text and date can be sorted in ascending or descending order:
To sort a list or table;
Generating Merged Document

-Mail merge is a feature in Word that allows the user to create form letters, mailing labels and
envelopes by merging the main document (e.g a letter) with an internal or external data source
(e.g. address book)
The three files created in merged documents are:
a) Primary file (main document)
This is a file that contains the text and graphics that are the same for each version of the merged
documents e.g. form letter
b) Data source (secondary file)
This file contains the information to be merged into the main document e.g. name, address,
telephone number (address book) of a letter of the recipients.
c) Merged file
Once you finish inserting merge fields from the data source in the main document you can
merge.
Mail merging can be accomplished as follows

Inserting Graphics and Special Symbols

-Graphics are non-text images generated by the computer e.g. photographs, drawings, pictures,
charts (or graphs).
-Pictures are images obtained from digital cameras, or generated using graphic programs.
-Drawings are created using Shapes and SmartArt while screenshot are snapshots captured on
the screen.
-Graphical objects can be inserted from the following sources:
Microsoft clip gallery, scanner or digital camera, drawing, or from an existing file.
Inserting a Picture from Clip Gallery, File, Scanner or Digital Camera

19
Inserting special symbols

A symbol is a special character that is not included on the standard keyboard e.g. € and Ø
To insert a symbol;
Printing a Document
-Printing is done using the printer which must be installed and connected to the computer.
-Before printing the document, preview should be done so that necessary adjustments are made.
To print a document;
Troubleshooting Printing problems

During printing, printing problems may bee experienced due to any of the reasons below:
▪ Lack of two-way communication due to poor installation of the printer software (drivers), if
the printer is off or not connected.
▪ Paper jams due to poor quality of paper or paper folds.
▪ Poor quality print due to poor quality ink or toner.
Resolving the problems

(i) Involve service experts to read the manual that comes with the printer.
(ii) Reinstall the printer.
(iii) Change the cartridges or clean the printer head/drum.
20
SPREADSHEETS
Definition of a spreadsheet
It is a ledger sheet that allows the user to enter, edit and manipulate numerical data.
Types of spreadsheet
The two types of spreadsheet are:
(i) Manual spreadsheet or Traditional analysis sheet
(ii) Electronic spreadsheet
(i) Manual spreadsheet or Traditional analysis sheet

It is the commonly used type by bookkeepers as a ledger book with many sheets of papers
divided into rows and columns in which various amounts of money are entered manually using a
pen or a pencil.
(ii) Electronic spreadsheet

An electronic spreadsheet (or spreadsheet) is an application software used to calculate, organize
and analyse numerical data. A spreadsheet consists of rows and columns.
Examples of electronic spreadsheets

Microsoft Excel, OpenOffice Calc, Corel Quattro Pro Google Sheets, iWork numbers,
SuperCalc, VisiCalc, Multiplan, Lotus 1-2-3 and VP-Planner.
Advantages of Electronic Spreadsheet over Manual Spreadsheet

1. It utilises the powerful aspects of the computer such as speed, accuracy and efficiency to
enable the user to quickly accomplish tasks.
2. It offers a large electronic sheet for data entry and manipulation compared to a ledger sheet.
e.g. a typical electronic sheet has at least 255 columns and 255 rows.
3. It utilises the large storage space provided by computer storage media such as hard disk and
solid waste devices.
4. It enables the user to produce neat work because data entry errors can be easily corrected
unlike in paper based ledgers where rubbers are used. All the work is edited on the screen
and a final clean copy is printed. With a manual spreadsheet, neatness and readability depend
on the writer’s hand writing.
5. They have data visualisation (graphical) capability such as charts, timelines and slicers used
to aid in the interpretation of numeric data.
6. They have inbuilt formulae (functions) that enable the user to quickly manipulate
mathematical data.
7. Most spreadsheets automatically adjust the result of a formula if the values in a worksheet
are changed. This is called the automatic recalculation feature. For manual spreadsheet,
changing one value means erasing the rest of the entries.
Disadvantages of Electronic Spreadsheets

1. If a wrong formula is entered, it leads to incorrect results. A mistake in any value will affect
the whole worksheet.
2. When a sheet is too long, it is not possible to view it at a glance on the screen.
3. It is costly to install, maintain and upgrade the required computer systems, both hardware
and software.
Components of a Spreadsheet
It has three components namely;
1. Worksheet
2. Database
21
3. Graphs (or charts)
Worksheet
▪ A worksheet is made of rows and columns where data is entered. Each row is labelled using
a number while each column is labelled with a letter.
▪ The intersection between a row and columns is called a cell.
▪ A row is the horizontal arrangement of cells.
▪ A column is the vertical arrangement of cells.
▪ A group of many worksheets form a workbook.
▪ Referencing refers to the giving the location of a cell. Each cell is referenced using the
column label followed by the row label e.g. A2
Database functionality
▪ A database is collection of related data items organised so as to provide consistent and
controlled access to items.
▪ Most electronic spreadsheets have database functionality e.g. filtering and sorting.
▪ In spreadsheets, a worksheet list contain related data, organized into rows that can be
manipulated using database functions such as filtering, sorting, validation, subtotaling and
consolidation.
Graphs
▪ Most spreadsheets applications support graphical or visual representation of numeric data
using graphs (or charts).
▪ A graph is the representation of numeric data on a worksheet using a picture.
▪ A chart enables the user to present numeric data on a worksheet in a graphical form that is
easier to understand.
▪ Examples of charts include; pie charts, line charts and bar charts.
Application Areas of a Spreadsheet

Electronic spreadsheets are used in the society and business organization as follows;
a) Statistical Analysis
Spreadsheet applications provide a set of data analysis tools that can be used to perform simple
analysis such as computing mean, mode, standard deviation and complex statistical analysis.
b) Accounting
-Accountant find Electronic spreadsheets useful tools for financial transactions such as
generating bills, invoices, receipts and financial statement records as well a s predicting future
business trends.
-Most spreadsheet packages have inbuilt functions used to analyse financial data in order to
predict future business trends.
c) Data management
-Although related data can be typed on the same worksheet, data on different worksheet can be
linked to enhance accessibility.
-Spreadsheets enable the user to create, edit, save, and retrieve and print worksheet data and
records.
d) Forecasting (“What if” analysis)

Forecasting is an important function used for predicting economic trends, budgeting, stock
portfolio analysis, cost analysis and cash flow analysis. Most spreadsheets have a feature such as
“What if” analysis used to make financial predictions.
e) Mathematical and Scientific analysis
22
-Spreadsheets are used to solve complex scientific and mathematical problems such as
arithmetic and trigonometric problems.
-Engineers, scientists and technical users store their data, perform statistical analysis, build and
prepare complex mathematical models using spreadsheet.
f) Home/Personal use
- Most spreadsheet packages are used to prepare household budgets and personal financial
statements.
Creating Workbooks in Ms Excel

Starting Ms Excel
1. Click start button on the task bar.
2. Click Microsoft Office 2013, then Microsoft Office Excel 2013. The excel application
windows shows up.
Note:
-If Excel icon is on the desktop, double click it to start the application.
-On opening any Excel document, it starts Excel automatically.
Microsoft Excel Application Window

The MS excel application window has the following components;
• Title bar: Has the title of the application and control buttons for minimizing,
maximizing and closing the window/ application.
• Menu bar/Menu ribbon: It is made up of command buttons placed under command
groups. The command buttons on the ribbon are used to create and manipulate data on a
worksheet.
• Formula bar: It is the textbox in which a cell entry or a formula is displayed during
typing or editing of cell contents. It has a sign (fx) or (=) at the beginning. To the left of
the formulae bar is the name box which displays the details of the cell. The cell being
marked on is also called current cell.
• Toolbars: These are standard and formatting toolbars. Each toolbar is replaced by an
icon.
The standard toolbar has shortcuts to some menu commands like
print, copy, save, cut, paste e.t.c.
The formatting toolbar has shortcuts found on format menu like bold, underline, font
colour etc.
• Cell pointer: It is a special cursor rectangular in shape. It makes a cell have darker
boundaries. It marks the position of the current active cell.
• Worksheets: A worksheet is a template or the work area made up of a grid of columns
and rows where data is entered and manipulated. Each data item is entered in a cell
formed by the intersection of rows and columns.
• Worksheet tabs: worksheet tabs are located at the bottom of a spreadsheet e.g. sheet1,
sheet2, etc. They show the number of worksheets in the workbook. A workbook is a
spreadsheet file that consists of one or more related worksheets. One worksheet may
consist of one or several pages.
-To rename a worksheet, right click on the tab (label) and select, rename and type the
new label.
• Name box: It is the box beside the formula but used to display the cell address or name
of the selected cell (s) or range. Cell address is the combination of a column header and a
row header that indicate the location of a specific cell e.g. E6
• Vertical and horizontal scrollbars: The arrows at the end of the bars move the
worksheet horizontally and vertically. To move the worksheet, the ends of the bars are
clicked on.
23
• Status bar: It is used to display information of the active cell (ready, enter) and
workbook operations such as saving and printing.
Worksheet Layout
The work sheets have the following components:
1. Cells: The intersection between a row and a column
2. Rows: Horizontal arrangement of cells labelled with numbers 1,2,.….
3. Columns: Vertical arrangement of cells, labelled with letters A,B,C….
4. Range: This is a group of rectangular cells that can be selected and manipulated as a block.
Navigating the Ms Excel Screen

1. When you click on a cell, the cell pointer moves to the cell and the name is displayed in the
name box. When you type, a new entry is inserted.
2. When you click on the heading of column, it is highlighted.
3. When you double click on a cell, the text cursor is formed, allowing you to enter a value.
4. Click down arrow on the vertical scrollbar the worksheet moves upwards on the screen.
Click up arrow it moves down the work sheet.
5. Click the right button on the horizontal scroll bar the worksheet moves to right, opposite
happens when you click on the left button. The same pointer move when the arrow keys are
used it can move up or down and right or left. The same pointer can also be moved by
pressing the tab keys once.
6. Press the Enter key. The status bar displays the message “END MODE”. If you press the
right arrow key, the cell pointer moves right to the last cell on the row. If the left, up or down
keys are pressed, the cell pointer move to the last cell to the left, top or bottom respectively.
7. Ctrl + Home move the cell pointer to the first cell of the worksheet.
Creating Workbooks
Creating a workbook is the process of starting the spreadsheet program and entering data in the
worksheet cells. A workbook can be created using a Blank worksheet or from preformatted
(built-in) worksheet templates.
Using Blank worksheets

When a spreadsheet program is launched, it presents the user with blank worksheets. Workbook
can be created while the application is still running.
Using preformatted template

If the template is already installed, it will be displayed as a new worksheet wi all the
preformatted features present allowing the user to enter some data. Some template may require
installation media or connection to the internet because they may not have been copied to the
hard disc during program installation.
Entering data into a worksheet

As you type an entry, it is displayed in the formula bar. To place the content into the active cell,
press Enter key, an arrow key or click into another cell.
Editing a Cell Entry

Editing a cell means changing the contents of the cell.
Procedure
1. Move the cell pointer to the cell.
2. Double click to make the cursor appear.
3. Delete the contents using the keyboard, add contents to the formula bar then press enter to
apply or click on save button to save the edited changes.
24
Cell Data Entries or Types

There are four types of data types used with spreadsheet namely;
1. Labels 2. Values 3. Formulae 4. Functions
1) Labels
-These refer to text or alphanumerical characters entered in a cell.
-They are used as row or column headings to describe the contents of the row or column.
-They are aligned to the left of the cell and cannot be manipulated mathematically e.g. class,
names of people, animals etc.
2) Values
- These are numbers that can be manipulated mathematically.
- They include currency, date, numbers (0 - 9), special symbols or text that can be manipulated
mathematically by the spreadsheet program.
3) Formulae
-These are user designed mathematical expressions that calculate or compares values entered in
cell.
-In Ms Excel, a formula must start with an equal sign followed by cell addresses or operands e.g.
= B2+ C2
-Excel formulae use cell addresses and arithmetical operators; Addition (+), Subtraction (-),
Multiplication (*) and Division (/). Parenthesis () are used to enclose arguments for calculation.
-The use of cell addresses, also called cell referencing enables Excel to keep calculations
accurate and automatically recalculates results of a formula incase the value in a referenced cell
is changed. This is called automatic recalculation.
4) Functions
- These are predefined formulae that perform simple to complex calculations by just giving
them values called arguments.
- Every function consists of three elements namely;
(i) An equal sign (=), which indicates that what follows is a function or formula,
(ii) A function name e.g. sum, which indicates the operation to be performed, and
(iii) A list of cell addresses e.g. (A1:A5) which is acted upon by the function.
- Ms Excel has functions that support most common types of mathematical, scientific,
engineering, and financial calculations performed by spreadsheets. e.g. to add contents of
cells from B3 to E3, type =Sum(B3:E3).
Selecting a Range
A range is a rectangular arrangement of cells specified by the address of its top left and bottom
right cells e.g. A1:B6. This implies the range of A1to B6. However, a range can also be a row or
a column.
Selecting Multiple Ranges

-Selecting a range of cells can be done using the mouse or keyboard.
-To use the mouse, click at the start of the first range and drag to end of the last range and
release the mouse button.
-To use the keyboard,
25
i. Using shift keys + arrow keys hold down shift key and scroll upto the last cell of the
range.
ii. Using Ctrl, hold down the Ctrl key and click on the header of the second range,
individual cells or range are selected.
Hiding Rows and Columns

-This can be done to enable the user to see all the details on a screen.
- To hide;
(i) Highlight the rows or the columns you want to hide
(ii) Click on format, point to what you want to hide and click on hide command.
Saving a Workbook
Retrieving a Workbook
Closing a Workbook
On the File tab click close. This closes the current workbook but does not close the application.
Exiting Excel
On the File tab click close Or Press Alt+F4.
Using Basic Formulae and Functions

A formula is a mathematical expression used to solve mathematical problems while a function is
an inbuilt formula used to perform calculations. To use a formula or function, you must first
select a range of cells using the mouse or keyboard.
Block Operations
A block of selected cells in a worksheet is referred to as a range.
To select a range of continuous cells (or location);
i. Click the top left cell of the range to be selected.
ii. Hold down the shift key.
iii. Click the bottom right cell of the range. Ctrl selects individually clicked rows, columns
or cells
To select a range of non-continuous cells;
i. Click the top left cell of the range to be selected
ii. Hold down the Ctrl key.
iii. Click the bottom right cell of the range. Ctrl selects individually clicked rows, columns
or cells
To create a named range;
i. Select the range to be named
ii. Click inside the name box. Delete the cell reference and type a name for range.
iii. Press Enter key to apply.
Arithmetic Operators
They are used to perform addition, subtraction, multiplication and division in a range of cells or
values. Arithmetic operations follow order of precedence. Any part enclosed in parenthesis
(brackets) is evaluated first. Multiplication and division are evaluated from left to right while
addition and subtraction are evaluated last.
Relational Operators
26
They are used to compare values by returning true or false depending on the magnitude of the
values being compared. Examples of relational operators are: =, >, <, < >, < = and > =.
Cell Referencing
• This refers to the identification of a cell or range of cells on the worksheet.
• It shows Excel where to look for the values or data needed to use in a formula.
Single Cell Referencing

Cell referencing can be done using;
i. The column label and row number i.e. A1 referencing style
ii. The row number and column number i.e. RICI referencing style for B1
The three types of cell referencing used when creating formulae and manipulating cell(s) content
are relative, absolute and mixed cell referencing.
Relative Referencing
Refers to a formula whose cell references keep on changing automatically depending on their
position in the worksheet e.g. if C1 contain a formula A1+B1 is copied to C4, the reference
changes to A4+B4.
Absolute Referencing
• Refers to cells in a specific address and does not change even if the formula is copied to
another cell.
• To make a formula absolute, the dollar sign is added before the reference e.g. $B$3 implies
that both the column and row reference are absolute.
• An absolute referencing can be done for a row, a column or both.
Mixed Referencing
• Mixed reference is a combination of relative and absolute reference, that makes either the
row or column reference relative or absolute e.g. B$3 implies that the column is relative
while the row absolute.
• Thus when a formula that uses mixed reference is copied to another cell, only the relative
part of the cell reverence is adjusted.
Referencing Using Labels and Names

• Labels of columns and rows on a worksheet can be used to refer to the cells that fall within
those columns and rows.
• A name that describes the cell or range is created and used instead of specifying a range with
actual cell reference.
• This descriptive name in a formula makes it readable and easier to understand its purpose.
• The formula =Sum(SecondQuarterProfits) is easier to identify than = Sum(A10:A20) i.e. the
name SecondQuarterProfits represents the range A10:A20 on the worksheet.
• Names can also be used to represent formulae or values that do not change (constants) e.g.
the name SalesTax can represent the Sales tax amount (say 4.5%) applied to sales
transactions.
Note: To create a named range, see the aforementioned procedure.
Using Functions
• In Excel, a function must start with an equal sign (=) followed by the function name and
arguments enclosed in parenthesis.
• Arguments are numeric, logical values or text, formula or function separated using commas
or colons. The function evaluates the arguments to return a single value as the result.
27
• In Excel, functions are categorized according to the nature of problems the work on, namely:
▪ Mathematical
▪ Statistical
▪ Logical
▪ Date and time
28
To use a function from any category;
Procedure (see Longhorn Secondary Computer Studies Book 2, pp. 85-86)
Math and Trigonometry Functions

The Math and Trigonometry Functions are used to perform mathematical operations (e.g. sum)
while trigonometric function evaluate trigonometry values (e.g. sine, cosine and tangent). They
are abbreviated and written in uppercase.
▪ SUM( )
Adds all the values in the selected range of cells e.g. =Sum (A3: C3)
▪ PRODUCT( )
Multiples the values in the arguments e.g. =PRODUCT (C9:D12)
▪ ROUND( )
It rounds a number to a specified number of decimal places. Zero rounds off to the nearest
integer e.g. =ROUND(45.857, 1) returns 45.9 while =ROUND(45.857, 0 ) returns 50
▪ SUMIF( )
Conditionally adds the specified cells according to the set criteria e
=SUMIF(A3:C3, “>=400”) returns a value if and only if the numbers in the given range is
greater than or equal to 400.
▪ ABS( )
It returns the absolute value of a number e.g. ABS (-7) returns 7.
Statistical Functions
They are used to analyse numeric data and return values e.g. mean, median, variance and
standard deviation.
▪ AVERAGE( )
It returns the arithmetic mean of its arguments e.g. If cells A3, B3 and C3, have values 20
,50 and 80, then =AVERAGE (A3:C3) returns 50.
▪ COUNT( )
It counts the number of cells that contain numbers within a range e.g. If cells A3, B3 and
C3, have values 20, 50 and 80, then =COUNT (A3:C3) returns 3.
▪ COUNTIF( )
It conditionally counts the number of cells within a range that meets a given condition e.g. If
cells A3, B3 and C3, have values 20, 50 and 80, then =COUNTIF (A3:C3, “>20”) returns 2.
▪ MAX( )
It returns the largest value in a set of values or within a range e.g.
= MAX (A3:C3) returns 80.
▪ MIN( )
It returns the smallest (or least) value in a set of values or within a range e.g.
= MIN (A3:C3) returns 20.
▪ MEDIAN( )
It returns the number in the middle of the set of given range of numbers e.g.
= MEDIAN ( C5:G5)
▪ STDEV( )
-It returns the standard deviation in the selected range of cells e.g.
The marks scored by students in an exam are: 4, 4, 4, 5, and 8. They are entered in cells
C5 to G5. The formula = STDEV (C5: G5) returns 1.643168.
- Standard deviation is a quantity that is calculated to indicate the extent of variation for
a set of numbers.
▪ MODE( )
It returns the most frequent value in a given set of values or within a range e.g.
= MODE (A3:C3) returns _ _.
▪ RANK( )
-It returns the position or rank of a number from a list of values.
-The format used in Rank (number to be ranked, range, order) e.g. =RANK (A2, $A$1:
$A$8, 1) returns the position of A2 when the list is sorted in ascending order while
=RANK (A2, $A$1: $A$8, 0) returns the position of A2 when the list is sorted in
descending order.
Logical Functions
A logical function is an expression that returns true or false from the list of arguments. The
logical functions in Excel are: IF, AND, OR and NOT.
▪ IF( )
-It returns a value or label if a condition specified is evaluated to TRUE and another is
evaluated to FALSE.
The marks scored by students in an exam are: 56, 70, 39, 69, 54, 61, 54, 61, 82, 73, 45 and
74. They are entered in cells B2 to B12.
(i) To get a comment FAIR for marks less than 60 and PASS for marks greater than 60, use
the formula:
=IF (B2>60,”PASS”, “FAIR”)
(ii)To get a comment EXCELLENT for marks greater than 80, GOOD for marks greater
than 60 and FAIR for the rest, use the formula:
=IF (B2>80,” EXCELLENT”, IF(B2>60,”PASS”, “FAIR”)
▪ COUNTIF( )
It conditionally counts the number of cells within a range that meets a given condition e.g. If
cells A3, B3 and C3, have values 20, 50 and 80, then =COUNTIF (A3:C3, “>20”) returns
2.
74. They are entered in cells B2 to B12. To get the number of students who scored over 60,
use the formula: =COUNTIF(B2:B12, “>60”)
▪ SUMIF()
-It conditionally adds the specified cells according to the set criteria e.g.
74. They are entered in cells B2 to B12.
i) To sum all marks greater than 60, use the formula:
30
=SUMIF(B2:B12, “>60”)
ii) To sum all marks less than or equal to 70, use the formula:
=SUMIF(B2:B12, “<=70”)
▪ AND( )
It returns true if all its arguments are true or false and if any argument is false e.g. = AND
(3+2 = 5, 2+2 = 4) returns true.
▪ OR( )
It returns true if any arguments is true or false if both arguments are false e.g. = OR (3+2 =
9, 2+2 = 4) returns true.
▪ NOT( )
It negates the unary operand e.g. = NOT (2+2 = 4) returns false.
Date and Time Functions

They are used to manipulate date and time arguments. The date and time functions in Excel
include: TODAY, NOW, DATE and HOUR.
▪ TODAY( )
-It returns a number that represents today’s date. It takes no arguments e.g. = TODAY( )
returns 30/05/2021.
▪ NOW( )
It returns the current date and time formatted as date and time. It takes no arguments e.g. =
NOW ( ) returns 30/05/2021 00:15.
▪ DATE( )
It returns a serial number that represents a particular date e.g. = DATE (107, 1, 4) returns
January 4, 2007. Year 1900+107, month =1, day = 4.
▪ HOUR( ), MINUTE( ) or SECOND( )function returns the current hour as number 0 to

23, minute from 0 to 59 and seconds from0 to 59 respectively.
Editing Worksheets
Editing refers to making necessary modification or changes on a worksheet or workbook.
Editing cells and Worksheets

Editing involves deleting entries, copying, moving, finding and replacing cell or worksheet
content.
Editing cell and Worksheet

The two methods of editing a cell and worksheet entry are:
1. Using the Formula bar – click the cell to display its content on the formula bar.
2. Double click the cell to place the insertion pointer in it and then type or modify the entry.
Deleting Worksheet range

Copying and Moving cell contents
Inserting and deleting rows/columns

31
Inserting and deleting worksheets
Find and Replace content in a cell or worksheet

Correcting spelling mistakes in a workbook
Formatting Worksheets
-This refers to the process of enhancing the appearance of the worksheet to make it more
attractive and appealing to the reader.
-This involves changing the text colour, typeface (font), size, style and alignment.
- To format, highlight the text by making the cell or the current a dialogue box appears.
Formatting Cells
Formatting labels
It involves changing of font type, size, colour and style of text.
To format labels;
Formatting Numbers
It refers to formatting of numeric values.
The number styles (formats) available in Excel are:
Number/Style Meaning
General General format cells have no specific number formats
Number Used for general display of numbers e.g. 234.45
Currency For displaying general monetary values e.g. $1000, KSh. 450
Accounting Lines up the currency symbols and decimal points
Date Displays date in chosen format
Time Displays time in chosen format
Percentage Multiplies the value in a cell with 100 and displays it as %
Fraction Changes the values entered into fraction.
Text Format cells to be treated as text even when numbers are entered
Custom For a number format not defined in Excel, select custom then define the
pattern
To format numbers;
Formatting Cell Borders

A printable border can be put around the worksheet or in arrange of cells to make it more
attractive and appealing.
To format borders;
Formatting Rows and Columns

At times the information entered in a worksheet may not fit the default height and width of the
cells. It is necessary to make adjustments as follows.
32
Using Autoformat
Autoformat allows the user to apply one of the preformatted templates to a selected range on the
worksheet. The templates have a set of border and cell color styles. This quickly creates tables
that are easy to read and attractive to look at.
Global Worksheet Formatting

Global refers to the entire worksheet. To format the entire worksheet, it must be selected as a
whole using two methods, namely:
1. Click the triangular mark at the top-right corner intersection of column A and row 1. The
whole worksheet becomes highlighted.
2. Click anywhere within the worksheet then press Ctrl + A on the keyboard.
Use the HOME tools or Format cells dialog box to apply desired font, number, border and
background formats.
Worksheet Data Management

Most spreadsheet applications support database functionalities used to manipulate related data
items (records) in a worksheet. Data management features in Excel include; data forms, sorting,
filtering, and subtotaling and input validation help a user to manage related worksheet data.
Data entry using forms

Data forms are used to simplify data entry into a worksheet.
To include a data form on the Quick access ribbon

Data forms make it easy to display and enter records into a worksheet using a graphical interface
known as Form.
To display a data form;

Sorting Data
Sorting is the sequential arrangement of data items in ascending or descending order.
To sort worksheet data;
Filtering Data
-Filters allow only the display of those records that meet certain criteria.
-Filtering is a quick and easy way of finding and working with a subset of related worksheet. A
filtered worksheet list will only display the rows that meet the condition or criteria specified.
-Ms Excel has two commands for filtering lists:
1. The Autofilter: It uses simple criteria and includes filter by selection.
2. Advanced filter: It uses more complex criteria.
Auto filter
It can be applied on one list at a time on a worksheet.
To auto filter a worksheet list of related items;

Subtotals and Grand totals
33
-Subtotals function is used to summarise a worksheet list to display grouped subtotals and a
grand totals. The list is grouped using a preferred field before all the group totals are added.
-This total of similar items is added using the subtotals functions.
-The list is first sorted out so that the rows to subtotal are grouped together.
To group data into subtotal and grand total;

Totals Function
To use the totals function, highlight the range then click the auto sum icon on the standard tools
bar.
Input Validation
It is used to ensure that a user does not enter invalid data. An error message is displayed when
data that violates this rule is entered.
To set data validation:
Charts/Graphs
-These are visually appealing graphical object generated from numerical data on a worksheet. -
Charts make it easy for users to see comparisons, patterns and trends in data.
-Whenever data on the worksheet is modified, the chart is updated automatically.
-Excel has both 2-dimensional (2-D) and 3-dimensional (3-D) charts.
-Excel support several types of charts namely; column, bar, line, pie, XY (scatter), stock,
surface, radar and area charts.
Types of Charts
▪ Column chart: It displays vertical bars going across the chart horizontally with the data
values displayed on the y-axis. It displays data changes over a period of time and copares the
items in a group or illustrate comparisons among items.
▪ Line chart: data points are connected with lines, making it easy to see trends in data e.g
economic growth patter, student performance trend over time etc.
▪ Pie Chart: Each value is shown as a slice of a pie or circle. It compares proportions in a
whole e.g. percentage of youth make up the entire population.
▪ Bar chart: It resembles the column graph only that it is used to plot the bars horizontally
across the chart. It focuses on comparing values of the items and not on time.
▪ Area chart: It is similar to line chart except that the areas under the lines are filled in with
colours for clarity.
▪ XY (scatter) chart: It combines values in x and y axis into single data points and present
them in clusters. It is used for presenting numerical data in scientific, statistical and
engineering domains.
▪ Stock chart: it is used to show fluctuations in stock prices, daily rain fall and annual
temperatures.
▪ Surface chart: It works best with large data sets allowing information to be displayed across
a 3D landscape.
▪ Radar chart: It compares the aggregate values of several data series by showing changes in
values relative to a central point.
Displaying Types of Charts

Creating a Chart
34
A chart can be created on its own chart sheet or as an embedded chart on a worksheet. The chart
is always linked to the source data.
Embedded Chart
-It is a graphic object that is saved as part of the worksheet on which it is created.
-Embedded charts are used whenever one or more charts are to be displayed or printed with the
worksheet data.
Chart Sheet
It is a separate sheet within the workbook that contains the chart. It is used when large or
complex charts are to be edited separately from the worksheet data, or when the screen space is
to be preserved.
Creating a column chart

-A clustered column chart is used to compare values across categories from data series whose
order is not important.
-Data series refers to related set of data points which may be one row associated with several
columns or a column associated with several rows.
To create a column chart;

Before creating a chart the values to be used must have been entered in the worksheet.
Creating a line chart/graph

A line chart/graph is used to visually present a range of cell data as a series of data points
connected by a line. It is used to visualize trends in data characterized by time intervals.
To create a line chart/graph;

Procedure (see Longhorn Secondary Computer Studies Book 2, pp. 105)
Editing and formatting charts

Excel provides various tools that are used to format or modify the subsequent elements:
▪ Chart area: This is the entire area within the chart frame.
▪ Plot area: This is the rectangular area bordered by horizontal and vertical axes.
▪ Axes: These are the lines along which the data is plotted. The x-axis shows the categories
while the y-axis shows the data series or values.
▪ Labels: These identify the data along each axis.
▪ Data markers: These graphically represent each data point in each data series.
▪ Legend: This is the key that identifies the data series.
▪ Chart title/heading: The title identifies the chart purpose and takes the form of a short
explanation of the data displayed.
▪ Gridlines: They allow the user to add gridlines on the chart.
▪ Data table: It displays the values for all the data series in a table below the chart.
Data Ranges
-A data range is a rectangular block of cells that provide base data for creating a chart.
- Data ranges are referenced as an absolute range e.g. =Sheet1!$B $2: $C$8, it implies that the
base data is found in worksheet 1 and absolute range B2:C8
Labels
Each data represented on a chart can be identified or described by a value or text.
To label a chart,
35
1. Right click the chart, select chart options command
2. Click on labels type text or value.
3. Click OK to apply.
Heading and Titles
-Each chart should have a heading describing what it is representing.
-The axes should also have titles to understand what is being related.
To give axes titles;
1. Right click the chart, select “chart options” command.
2. Click “Title” tab then type chart title (heading) and axes title.
Legends
A legend is a key used to explain what each colour or patterns of data representation means e.g.
red represents Chavakali boys while blue represents Bunyore girls.
To create a legend;
1. Right click on the chart, select the chart options command
2. Click the legend tab and specify its display in the chart area.
Formatting charts
Excel provides Chart formatting features that makes a chart more appealing and readable.
To format a chart;
Procedure (see Longhorn Secondary Computer Studies Book 2, pp. 106)
Resizing and Moving Charts

A chart is always enclosed in a boundary called chart area.
To resize a chart;
Click the chart you wish to resize and use the place handles to drag the chart to desired
size.
To move the chart to a new location;

Printing Workbooks
Most spreadsheets allow the user to print an entire workbook, worksheet, chart or a selected
range. Before printing the work, preview should be done so that necessary adjustments are
made.
Page setup
-Select the Page setup option from the File tab.
-Page setup dialog box bearing the following tabs is displayed:
a) Page tab: It allows the following adjustments to be done;
(i) Orientation: This is the page layout. The orientation of the page to print can be
either portrait or landscape. The landscape orientation is appropriate when many
columns are to be printed.
(ii) Scaling: This makes the data fit a page or number of pages as per the user
requirements. It is achieved by adjusting the percentage coverage of the page or
by selecting the Fit to option.
b) Margin tab: It helps in adjusting the margins or columns. The options available include
setting the margins at the top, bottom, right, and left of the page. The header and footer
margins can also be adjusted.
36
c) Header and Footer
This option is used to put text above or below the worksheet on each page. Headers appear at
the top of each page while footers appear at the bottom of each page.
Print Preview
This displays the worksheet, chart or selected range exactly the way it would appear when
printed. It provides an opportunity for making corrections or changes to the appearance of the
page.
Print option
To print, select the Print option from the File tab.
Printer selection
This option enables the user to select the printer (from the list of installed printers) that will be
used to print the document.
Print range
This option is used to specify the range of pages to be printed.
Copies
This option is used to specify the number of copies to be printed per page.
Print what option

This option provides for:
• Selection: This prints the selected worksheet area.
• Workbook: Prints all the worksheets in the workbook;
• Selected chart: This prints the selected chart only.
To print worksheet, chart or selected range;

37
{End of Topic - Spreadsheets}
{End of Topic – Word Processors}
38

Word Processors and Spreadsheet

Uploaded by

Document Information

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Word Processors and Spreadsheet

Uploaded by

Copyright:

Available Formats

CHAVAKALI HIGH SCHOOL ICT DEPARTMENT

Editing Word Documents

Block Editing Operations

Selecting with a mouse

Selecting with the keyboard

Restoring deleted text

Copying and moving text and objects

(i) Find and Replace

(ii) Proofreading a document

(a) Spelling and Grammar Checker

To proof a document using spelling and grammar checker;

(c) Autocomplete and Autotext

(d) Using Thesaurus

(iii) Undo and Redo

Formatting Word Documents

To format selected text using the format menu,

Changing font colour

Formatting Using the Toolbar

Using the keyboard shortcuts:

To change case of selected text;

Superscript and Subscript

To make the text superscript and subscript;

1. First Line Indent

3. Full Paragraph Indent

Setting Tab Stops

To change the default tab stop setting;

Setting Tabs Using the Ruler

Lines and Character Spacing

To change line spacing;

Bullets and Numbering

Page and Document Formatting

Setting Page and Section Breaks

Setting up page layout

Setting the paper size

To select the page orientation,

Inserting Headers and Footers

To insert page numbers;

Inserting footnotes and endnotes

To insert foot notes and endnotes

Using Styles list

Creating and Editing Tables

To creating a table using the drawing tool;

Formatting and editing a table;

Inserting and Deleting Rows and Columns

To adjust the width of a column;

To delete rows, columns or cells

Merging cells in a table

Splitting cells in a table

Formatting Table Borders and Shading

Performing Arithmetic Calculation in a Tables

To insert a formula in the cell of a table;

Generating Merged Document

Mail merging can be accomplished as follows

Inserting Graphics and Special Symbols

Inserting a Picture from Clip Gallery, File, Scanner or Digital Camera

Inserting special symbols

Troubleshooting Printing problems

Resolving the problems

(i) Manual spreadsheet or Traditional analysis sheet

(ii) Electronic spreadsheet

Examples of electronic spreadsheets

Advantages of Electronic Spreadsheet over Manual Spreadsheet

Disadvantages of Electronic Spreadsheets

Application Areas of a Spreadsheet