1

LECTURE NOTES
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Note to the Readers

The first million years of hominid history produced tools to amplify, and later
mechanize, our physical abilities to enable us to move faster, reach higher, and hit harder
We have developed tools that amplify physical force by the trillions and increase the
speeds at which we can travel by the thousands

Tools that amplify intellectual abilities are much rarer While some animals have
developed tools to amplify their physical abilities, only humans have developed tools to
substantially amplify our intellectual abilities and it is those advances that have enabled
humans to dominate the planet The first key intellect amplifier was language Language
provided the ability to transmit our thoughts to others, as well as to use our own minds
more effectively The next key intellect amplifier was writing, which enabled the storage
and transmission of thoughts over time and distance

Computing is the ultimate mental amplifier—computers can mechanize any

intellectual activity we can imagine Automatic computing radically changes how humans
solve problems, and even the kinds of problems we can imagine solving Computing has
changed the world more than any other invention of the past hundred years, and has
come to pervade nearly all human endeavours Yet, we are just at the beginning of the
computing revolution; today’s computing offers just a glimpse of the potential impact of
computing

This material is designed to guide and teach you about how the computer works
As a vital component of the curriculum, this material is exclusive for First Year
students who are enrolled in CCIT01 Introduction to Computing in Central Philippines
State
University taking up Bachelor of Science in Information Technology

MERCY ESTACION
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Acknowledgment

In the completion of this material, several people had been instrumental

towards its eventual realization Hence, the author is delighted to note their invaluable
contribution

First, praise is to the Almighty God for the blessing and mercy that had been given
to us, health and inspirations during our module making Without him,we couldn’t stay
patient and in control in making this curriculum – based learning material from the first
page to the last page

Second, we would like to express our sincere gratitude to Mr Chester L. Cofino

our College of Computer Studies College Dean, for the guidance to increase, encourage
and pursue us to finish this module And we would also like to deliver sincere thanks to
Mrs Emoy, Director for Instructional Media Production and Development Center, for
being our consultant in helping us for the completion of this modular workbook

We would also like to express our deep thanks to our family and friends as an
inspiration Finally, we realize that there are so many short comings in this material in spite
of all our efforts Therefore, we would be very grateful for any corrections, comments, and
criticisms from all readers to improve this curriculum-based learning material
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Table of Contents

Page Page No
Cover Page………………………………………………………………………… 1
Note to the Readers………………………………………………… 2

Acknowledgment………………………………………… 3
Table of Contents…………………………………………………… 4
CHAPTER 1 HISTORY OF COMPUTING…… 7
Lesson 1 Timeline on the Early Computing Devices… 8
Lesson 2 Computer Generations…… 11
Lesson 3 Advantages and Disadvantages of Computer… 13
CHAPTER 2 INTRODUCTION TO COMPUTERS…… 16
Lesson 1 Hardware and Software…… 16
Lesson 2 Storage Devices………………………………………………… 17
Lesson 3 Types of Computers………………………………… 19
Lesson 4 Computer Components………………………………………..
19

CHAPTER 3 KEYBOARD FAMILIARIZATION…………………………… 24

Lesson 1 Parts of Keyboard………………………… 25
Lesson 2 Finger Assignment and Positioning… 31
Lesson 3 The Ergonomics of Typing: Position, Posture and Place…… 31
CHAPTER 4 WORD-PROCESSING SOFTWARE……… 32
Lesson 1 History……………………………………………………… 34
Lesson 2 Screen Elements ………………… 35
Lesson 3 Creating, Formatting and Editing………………… 37
Lesson 4 Keyboard Shortcut Commands … 47
Lesson 5 Paragraph Alignment, Columns, Tables, Bullets/Numbering, Hyperlink 50
Lesson 6 Citations and references………………… 51
Lesson 7 Proofing and revising………… 51
CHAPTER 5 PRESENTATION SOFTWARE……………… 55
Lesson 1 Screen Elements ………… 59
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Lesson 2 Creating, Formatting and Editing……… 64

Lesson 3 Design Layouts and Templates……… 69
Lesson 4 Animations and Transitions……… 69
Lesson 5 Importing Objects……………… 72
Lesson 6 Do’s and Don’ts of PowerPoint Presentation………… 81
Lesson 7 Creating of Slides, Inserting of Animation, Audio and Video… 82
CHAPTER 6 SPREADSHEETS………………………… 83
Lesson 1 Screen Elements …… 90
Lesson 2 Creating a Worksheet…………… 111
Lesson 3 Creating a Formulas, Functions and Formatting… 112
Lesson 4 Inserting Graphics…………… 112
Lesson 5 Page Setup and Printing…… 125
Lesson 6 Charting………………………… 125
CHAPTER 7 MICROSOFT PUBLISHER……… 127
Lesson 1 Screen Elements …… 133
Lesson 2 Creating of Certificates, Invitation and Newsletter… 134
CHAPTER 8 THE INTERNET AND WORLD WIDE WEB… 142
Lesson 1 Evolution of internet………… 149
Lesson 2 Parts of an E-mail Address and Uniform Resource Locator 149
Lesson 3 Difference Between Webpage, Website, Web Browser, Search Engine 156
Lesson 4 Definition of Facebook, Twitter, Blog, Instagram and their Founders/Developers 157
CHAPTER 9 INTERNET SAFETY………… 160
Lesson 1 Network Security……………… 161
Lesson 2 Plagiarism………………………… 165
Lesson 3 Privacy Protection………………… 166
Lesson 4 Cybercrime Prevention Act (RA 10175)……… 167
Lesson 5 Cyberbullying…………………………… 167
CHAPTER 10 COMPUTER VIRUS…………… 172
Lesson 1 History………………………… 172
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Lesson 2 Definition of Virus…………… 174

Lesson 3 Reasons for Creating a Virus …………… 175
Lesson 4 Types of Computer Virus……………… 181
Lesson 5 Virus Detection and Removal…… 182
Lesson 6 Indicators that a Computer System is Infected with a Virus 184
Lesson 7 How to Get Rid of Computer Virus…… 185
CHAPTER 11 NETIQUETTE BASICS…… 185
Lesson 1 Internet Etiquette … 188
Lesson 2 Four Basic Rules of Netiquette…………… 188
Lesson 3 Netiquette of Sending/Replying………… 188
Lesson 4 Netiquette of Confidentiality …… 200
Lesson 5 History of Emoticons and Smiley’s………… 207
Lesson 6 Chat Abbreviations…………………… 207
CHAPTER 12 NEGATIVE EFFECTS OF COMPUTER AND THE SOCIAL MEDIA… 211
Lesson 1 Overall Negative Impact……… 211
CHAPTER 13 COMPUTER ETHICS……… 212
Lesson 1 Ethics Defined ……… 212
Lesson 2 Importance of Computer Ethics ……… 214
Lesson 3 Ten Commandments of Computer Ethics…… 215
CHAPTER 14 THE NUMBERING SYSTEM…… 216
Lesson 1 Data Representation … 219
Lesson 2 Decimal, Binary, Octal and Hexadecimal Number Systems… 223
Lesson 3 Number System Operations… 226
Lesson 4 Radix Conversion (Number System Conversion)…… 226
Lesson 5 Non-Numeric Value Representation…
Lesson 6 Binary Data Access and Representation……
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CHAPTER 1 HISTORY OF COMPUTING

‘In their capacity as a tool, computers will be but a ripple on the surface of our culture In their capacity
as intellectual challenge, they are without precedent in the cultural history of mankind “
Edsger Dijkstra, 1972

Learning Outcomes:

● Outline the history and generations of computer

● Discuss the effects of computer

Introduction

This module will introduce you to an in-depth discussion of the following lessons:

1. Timeline on the Early Computing Devices

2. Computer Generations
3. Advantages and Disadvantages of Computer
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Name: ____________________________________ Score ______________

Course/Year/Section _______________________ Date _______________

PRE-TEST

Read and analyze the statements below.Write your best answer in the space provided
ORGANIZED1 The key to productive use of computersUNIVERSAL SERIAL BUS 2 USB stands
for?
RAM 3 “Temporary Memory”
ROM4 “Permanent Memory”
OPTICAL MOUSE5 Types of mouse that uses laser technology to detect movements of mouse

REFLECTED & INFRARED6 Types of mouse that use optical sensor to detect movements of
mouse

Charles Babbage KH FRS 7 Known as the father of computer

8 The first general-purpose digital computer (1833)
9 Known as enterprise servers
10 Consists of several computers that work in parallel as a single system

Lesson 1
Timeline on the Early Computing Devices
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Definition of a Computer - before 1935, a computer was a person who performed arithmetic
calculations Between 1935 and 1945 the definition referred to a machine, rather than a person
The modern machine definition is based on von Neumann's concepts: a device that accepts input,
processes data, stores data, and produces output
We have gone from the vacuum tube to the transistor, to the microchip Then the microchip started
talking to the modem Now we exchange text, sound, photos and movies in a digital environment
Computing milestones and machine evolution:

● 14th C - Abacus - an instrument for performing calculations by sliding counters along rods
or in grooves

● 17th C - Slide rule - a manual device used for calculation that consists in its simple form
of a ruler and a movable middle piece which are graduated with similar logarithmic scales

● 1642 - Pascaline--a mechanical calculator built by Blaise Pascal, a 17th century

mathematician, for whom the Pascal computer programming language was named

● 1804 - Jacquard loom - a loom programmed with punched cards invented by Joseph
Marie Jacquard

● ca 1850 - Difference Engine , Analytical Engine - Charles Babbage and Ada

Byron (See her picture) Babbage's description, in 1837, of the Analytical Engine, a hand
cranked, mechanical digital computer anticipated virtually every aspect of present-day
computers It wasn't until over a 100 years later that another all purpose computer was
conceived Sketch of the Engine and notes by Ada Byron King, Countess of Lovelace

● 1939 -1942 - Atanasoff Berry Computer - built at Iowa State by Prof John V
Atanasoff and graduate student Clifford Berry Represented several "firsts" in computing,
including a binary system of of arithmetic, parallel processing, regenerative memory,
separation of memory and computing functions, and more Weighed 750 lbs and had a
memory storage of 3,000 bits (04K) Recorded numbers by scorching marks into cards as
it worked through a problem See diagram

● 1940s - Colossus - a vacuum tube computing machine which broke Hitler's codes during
WW II It was instrumental in helping Turing break the German's codes during WW II to
turn the tide of the war In the summer of 1939, a small group of scholars became
codebreakers, working at Bletchley Part in England This group of pioneering
codebreakers helped shorten the war and changed the course of history See the
the Bletchley Park Web site and its history See more information on Codes and Ciphers
in the Second World War at Tony Sales' site

● 1946 - ENIAC - World's first electronic, large scale, general-purpose computer, built by
Mauchly and Eckert, and activated at the University of Pennsylvania in 1946 ENIAC
recreated on a modern computer chip See an explanation of ENIAC on a Chip by the
Moore School of Electrical Engineering, University of Pennsylvania The ENIAC is a 30
ton machine that measured 50 x 30 feet It contained 19,000 vacuum tubes, 6000 switches,
and could add 5,000 numbers in a second, a remarkable accomplishment at the time A
reprogrammable machine, the ENIAC performed initial calculations for the H-bomb It was
 11

also used to prepare artillery shell trajectory tables and perform other military and scientific
calculations Since there was no software to reprogram the computer, people had to rewire
it to get it to perform different functions The human programmers had to read wiring
diagrams and know what each switch did J Presper Eckert, Jr and John W Mauchly drew
on Alansoff's work to create the ENIAC, the Electronic Numerical Integrator and Computer

● 1951-1959 - vacuum tube based technology Vacuum Tubes are electronic devices,
consisting of a glass or steel vacuum envelope and two or more electrodes between which
electrons can move freely First commercial computers used vacuum tubes: Univac, IBM
701

● 1950s -1960s - UNIVAC - "punch card technology" The first commercially successful
computer, introduced in 1951 by Remington Rand Over 40 systems were sold Its memory
was made of mercury filled acoustic delay lines that held 1,000 12 digit numbers It used
magnetic tapes that stored 1MB of data at a density of 128 cpi UNIVAC became
synonymous with computer
● 1960 IBM 1620 - See photos at The Computer History Museum

● 1960-1968 - transistor based technology The transistor, invented in 1948, by Dr John

Bardeen, Dr Walter Brattain, and Dr William Shockley It almost completely replaced the
vacuum tube because of its reduced cost, weight, and power consumption and its higher
reliability See explanation and diagram of a transistor and what the first transistor looked
like The transistor is made to alter its state from a starting condition of conductivity
(switched 'on', full current flow) to a final condition of insulation (switched 'off', no current
flow)

● 1969 - The Internet, originally the ARPAnet (Advanced Research Projects Agency
network), began as a military computer network

● 1969-1977 - integrated circuits (IC) based technology The first integrated circuit was
demonstrated by Texas Instruments inventor, Jack Kilby, in 1958 It was 7/16" wide and
contained two transistors Examples of early integrated circuit technology: Intel 4004, Dec
pdp 8, CRAY 1 (1976) - a 75MHz, 64-bit machine with a peak speed of 160 megaflops,
(One million floating point operations per second) the world's fastest processor at that
time Now circuits may contain hundreds of thousands of transistors on a small piece of
material, which revolutionized computing Here is a diagram of a modern integrated
circuit, known as a chip

● 1976 - CRAY 1 - The world's first electronic digital computer, developed in 1946 A 75MHz,
64-bit machine with a peak speed of 160 megaflops, (one million floating point operations
per second) the world's fastest processor at that time

● 1976 - Apples/MACs - The Apple was designed by Steve Wozniak and Steve Jobs Apple
was the first to have a "windows" type graphical interface and the computer mouse Like
modern computers, early Apples had a peripheral keyboard and mouse, and had a floppy
drive that held 35" disksThe Macintosh replaced the Apple See a picture of the The Apple
III (1980 - 1985)

● 1978 to 1986 - large scale integration (LSI); Alto - early workstation with mouse; Apple,
designed by Steve Wozniak and Steve Jobs Apple was the first to have a "windows" type
 12

graphical interface and the computer mouse See Apple/MACs evolution over time The
PC and clone market begins to expand This begins first mass market of desktop
computers

● 1986 to today - the age of the networked computing, the Internet, and the WWW

● 1990 - Tim Berners-Lee invented the networked hypertext system called the World Wide
Web

● 1992 - Bill Gates' Microsoft Corp released Windows 31, an operating system that made
IBM and IBM-compatible PCs more user-friendly by integrating a graphical user interface
into the software In replacing the old Windows command-line system, however, Microsoft
created a program similar to the Macintosh operating system Apple sued for copyright
infringement, but Microsoft prevailed Windows 31 went to Win 95, then Win 98, now
Windows XP (There are other OSs, of course, but Windows is the dominant OS today
MACs, by Apple, still have a faithful following Linux has a faithful following

● 1995 - large commercial Internet service providers (ISPs), such as MCI, Sprint , AOL
and UUNET, began offering service to large number of customers

● 1996 - Personal Digital Assistants (such as the Palm Pilot became available to
consumers They can do numeric calculations, play games and music and download
information from the Internet See How Stuff Works for a history and details

PIONEER COMPUTER SCIENTISTS

Charles Babbage (1792-1871) - Difference Engine, Analytical Engine Ada Byron, daughter of
the poet, Lord Byron, worked with him His description, in 1837, of the Analytical Engine, a
mechanical digital computer anticipated virtually every aspect of present-day computers Sketch
of the Engine and notes by Ada Byron King, Countess of Lovelace
Alan Turing -- 1912-1954 British Codebreaker Worked on the Colossus (code breaking
machine, precursor to the computer) and the ACE (Automatic Computing Engine) Noted for many
brilliant ideas, Turing is perhaps best remembered for the concepts of the Turing Test for Artificial
Intelligence and the Turing Machine, an abstract model for modeling computer operations The
Turing Test is the "acid test" of true artificial intelligence, as defined by the English scientist Alan
Turing In the 1940s, he said "a machine has artificial intelligence when there is no discernible
difference between the conversation generated by the machine and that of an intelligent person"
Turing was instrumental in breaking the German enigma code during WWII with his Bombe
computing machine The Enigma is a machine used by the Germans to create encrypted
messages See Turing's Treatise on Enigma
J von Neumann -- (1903-1957) A child prodigy in mathematics, authored landmark paper
explaining how programs could be stored as data (Unlike ENIAC, which had to be re-wired to be
re-programmed) Virtually all computers today, from toys to supercomputers costing millions of
dollars, are variations on the computer architecture that John von Neumann created on the
foundation of the work of Alan Turing's work in the 1940s It included three components used by
most computers today: a CPU; a slow-to-access storage area, like a hard drive; and secondary
fast-access memory (RAM ) The machine stored instructions as binary values (creating the stored
program concept) and executed instructions sequentially - the processor fetched instructions one
 13

at a time and processed them The instruction is analyzed, data is processed, the next instruction
is analyzed, etc Today "von Neumann architecture" often refers to the sequential nature of
computers based on this model See another von Neumann source
John V Atanasoff -- (1904 - 1995) - one of the contenders, along with Konrad Zuse and H Edward
Roberts and others, as the inventor of the first computer The limited-function vacuum-tube device
had limited capabilities and did not have a central It was not programmable, but could solve
differential equations using binary arithmetic Atanasoff's Computer
J Presper Eckert, Jr and John W Mauchly completed the first programmed general purpose
electronic digital computer in 1946 They drew on Alansoff's work to create the ENIAC, the
Electronic Numerical Integrator and Computer In 1973 a patent lawsuit resulted in John V
Atanasoff's being legally declared as the inventor Though Atanasoff got legal status for his
achievement, many historians still give credit to J Presper Eckert, Jr, and John W Mauchly the
founding fathers of the modern computer Eckert and Mauchly formed the first computer company
in 1946 Eckert received 87 patents They introduced the first modern binany computer with the
Binary Automatic Computer (BINAC), which stored information on magnetic tape rather than
punched cards Their UNIVAC I ,was built for the US Census Bureau Their company was acquired
by by Remington Rand, which merged into the Sperry Rand Corp and then into Unisys Corp
Eckert retired from Unisys in 1989
Konrad Zuse-- (1910-1995) German who, during WW II, designed mechanical and
electromechanical computers Zuse's Z1, his contender for the first freely programmable
computer, contained all the basic components of a modern computer (control unit, memory, micro
sequences, etc) Zuse, because of the scarcity of material during WW II, used discarded video
film as punch cards Like a modern computer, it was adaptable for different purposes and used
on/off switch relays, a binary system of 1s and 0s (on = 1, off = 0) Completed in 1938, it was
destroyed in the bombardment of Berlin in WW II, along with the construction plans In 1986, Zuse
reconstructed the Z1
H Edward Roberts -- developed the MITS Altair 8800 in 1975 The Altair is considered by some
to be the first microcomputer (personal computer), The MITS Altair 8800 was based on a 2 MHz
Intel 8080 chip, with 256 bytes, standard RAM It was developed a year before the first Apple,
by Steve Wozniak and Steve Jobs, came out Paul Allen and Bill Gates (then a student at Harvard)
wrote a scaled down version of the Basic programming language to run on the Altair , which was
the beginning of Microsoft
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Lesson 2

Computer – Generations

Generation in computer terminology is a change in technology a computer is/was being

used. Initially, the generation term was used to distinguish between varying hardware
technologies. Nowadays, generation includes both hardware and software, which
together make up an entire computer system.

There are five computer generations known till date. Each generation has been
discussed in detail along with their time period and characteristics. In the following table,
approximate dates against each generation has been mentioned, which are normally
accepted.

Following are the main five generations of computers.

1.First Generation
The period of first generation: 1946-1959. Vacuum tube based.

The period of first generation was from 1946-1959. The computers of first generation
used vacuum tubes as the basic components for memory and circuitry for CPU (Central
Processing Unit). These tubes, like electric bulbs, produced a lot of heat and the
installations used to fuse frequently. Therefore, they were very expensive and only large
organizations were able to afford it.

In this generation, mainly batch processing operating system was used. Punch cards,
paper tape, and magnetic tape was used as input and output devices. The computers in
this generation used machine code as the programming language.
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The main features of the first generation are −

• Vacuum tube technology
• Unreliable
• Supported machine language only
• Very costly
• Generated a lot of heat
• Slow input and output devices
• Huge size
• Need of AC
• Non-portable
• Consumed a lot of electricity

Some computers of this generation were −

• ENIAC
• EDVAC
• UNIVAC
• IBM-701
• IBM-650

2. Second Generation
The period of second generation: 1959-1965. Transistor based.

The period of second generation was from 1959-1965. In this generation, transistors
were used that were cheaper, consumed less power, more compact in size, more
reliable and faster than the first generation machines made of vacuum tubes. In this
generation, magnetic cores were used as the primary memory and magnetic tape and
magnetic disks as secondary storage devices.

In this generation, assembly language and high-level programming languages like

FORTRAN, COBOL were used. The computers used batch processing and
multiprogramming operating system.

The main features of second generation are −

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• Use of transistors
• Reliable in comparison to first
generation computers
• Smaller size as compared to first
generation computers
• Generated less heat as compared
to first generation computers
• Consumed less electricity as
compared to first generation
computers
• Faster than first generation
computers
• Still very costly
• AC required
• Supported machine and assembly
languages

Some computers of this generation were −

• IBM 1620
• IBM 7094
• CDC 1604
• CDC 3600
• UNIVAC 1108

3.Third Generation
The period of third generation: 1965-1971. Integrated Circuit based.

The period of third generation was from 1965-1971. The computers of third generation
used Integrated Circuits (ICs) in place of transistors. A single IC has many transistors,
resistors, and capacitors along with the associated circuitry.

The IC was invented by Jack Kilby. This development made computers smaller in size,
reliable, and efficient. In this generation remote processing, time-sharing,
multiprogramming operating system were used. High-level languages (FORTRAN-II TO
IV, COBOL, PASCAL PL/1, BASIC, ALGOL-68 etc.) were used during this generation.
 17

The main features of third

generation are −

• IC used
• More reliable in
comparison to previous
two generations
• Smaller size
• Generated less heat
• Faster
• Lesser maintenance
• Costly
• AC required
• Consumed lesser
electricity
• Supported high-level
language

Some computers of this generation were −

• IBM-360 series
• Honeywell-6000 series
• PDP (Personal Data Processor)
• IBM-370/168
• TDC-316

4.Fourth Generation
The period of fourth generation: 1971-1980. VLSI microprocessor based.

The period of fourth generation was from 1971-1980. Computers of fourth generation
used Very Large Scale Integrated (VLSI) circuits. VLSI circuits having about 5000
transistors and other circuit elements with their associated circuits on a single chip
made it possible to have microcomputers of fourth generation.

Fourth generation computers became more powerful, compact, reliable, and affordable.
As a result, it gave rise to Personal Computer (PC) revolution. In this generation, time
sharing, real time networks, distributed operating system were used. All the high-level
languages like C, C++, DBASE etc., were used in this generation.
 18

The main features of fourth generation are −

• VLSI technology used

• Very cheap
• Portable and reliable
• Use of PCs
• Very small size
• Pipeline processing
• No AC required
• Concept of internet was introduced
• Great developments in the fields of
networks
• Computers became easily available

Some computers of this generation were −

• DEC 10
• STAR 1000
• PDP 11
• CRAY-1(Super Computer)
• CRAY-X-MP(Super Computer)

5. Fifth Generation
The period of fifth generation: 1980-onwards. ULSI microprocessor based.

The period of fifth generation is 1980-till date. In the fifth generation, VLSI technology
became ULSI (Ultra Large Scale Integration) technology, resulting in the production of
microprocessor chips having ten million electronic components.

This generation is based on parallel processing hardware and AI (Artificial Intelligence)

software. AI is an emerging branch in computer science, which interprets the means
and method of making computers think like human beings. All the high-level languages
like C and C++, Java, .Net etc., are used in this generation.

AI includes −

• Robotics
• Neural Networks
• Game Playing
• Development of expert systems to make decisions in real-life situations
• Natural language understanding and generation
 19

The main features of fifth generation are −

• ULSI technology
• Development of true artificial intelligence
• Development of Natural language processing
• Advancement in Parallel Processing
• Advancement in Superconductor technology
• More user-friendly interfaces with multimedia
features
• Availability of very powerful and compact
computers at cheaper rates

Some computer types of this generation are −

• Desktop
• Laptop
• NoteBook
• UltraBook
• ChromeBook

Computer – Overview

Today’s world is an information-rich world and it has become a necessity for everyone
to know about computers. A computer is an electronic data processing device, which
accepts and stores data input, processes the data input, and generates the output in a
required format.
The purpose of this tutorial is to introduce you to Computers and its fundamentals.

Functionalities of a Computer
If we look at it in a very broad sense, any digital computer carries out the following five
functions −

Step 1 − Takes data as input.

Step 2 − Stores the data/instructions in its memory and uses them as required.
Step 3 − Processes the data and converts it
into useful information.
Step 4 − Generates the output.
Step 5 − Controls all the above four steps.
 20

Lesson 3

Advantages of Computers
Following are certain advantages of computers.
High Speed
• Computer is a very fast device.
• It is capable of performing calculation of very large amount of data.
• The computer has units of speed in microsecond, nanosecond, and even the
picosecond.
• It can perform millions of calculations in a few seconds as compared to man who
will spend many months to perform the same task.

Accuracy
• In addition to being very fast, computers are very accurate.
• The calculations are 100% error free.
• Computers perform all jobs with 100% accuracy provided that the input is correct.
• Storage Capability
• Memory is a very important characteristic of computers.
• A computer has much more storage capacity than human beings.
• It can store large amount of data.
• It can store any type of data such as images, videos, text, audio, etc.

Diligence
• Unlike human beings, a computer is free from monotony, tiredness, and lack of
concentration.
• It can work continuously without any error and boredom.
• It can perform repeated tasks with the same speed and accuracy.

Versatility
• A computer is a very versatile machine.
• A computer is very flexible in performing the jobs to be done.
• This machine can be used to solve the problems related to various fields.
• At one instance, it may be solving a complex scientific problem and the very next
moment it may be playing a card game.

Reliability
• A computer is a reliable machine.
• Modern electronic components have long lives.
• Computers are designed to make maintenance easy.
 21

Automation
• Computer is an automatic machine.
• Automation is the ability to perform a given task automatically. Once the
computer receives a program i.e., the program is stored in the computer memory,
then the program and instruction can control the program execution without
human interaction.
• Reduction in Paper Work and Cost
• The use of computers for data processing in an organization leads to reduction in
paper work and results in speeding up the process.
• As data in electronic files can be retrieved as and when required, the problem of
maintenance of large number of paper files gets reduced.
• Though the initial investment for installing a computer is high, it substantially
reduces the cost of each of its transaction.

Disadvantages of Computers
Following are certain disadvantages of computers.

No I.Q.
• A computer is a machine that has no intelligence to perform any task.
• Each instruction has to be given to the computer.

High Speed

• Computer is a very fast device.

• It is capable of performing calculation of very large amount of data.
• The computer has units of speed in microsecond, nanosecond, and even the
picosecond.
• It can perform millions of calculations in a few seconds as compared to man who
will spend many months to perform the same task.

Accuracy

• In addition to being very fast, computers are very accurate.

• The calculations are 100% error free.
• Computers perform all jobs with 100% accuracy provided that the input is correct.

Storage Capability

• Memory is a very important characteristic of computers.

• A computer has much more storage capacity than human beings.
• It can store large amount of data.
• It can store any type of data such as images, videos, text, audio, etc.
 22

Diligence

• Unlike human beings, a computer is free from monotony, tiredness, and lack of
concentration.
• It can work continuously without any error and boredom.
• It can perform repeated tasks with the same speed and accuracy.

Versatility

• A computer is a very versatile machine.

• A computer is very flexible in performing the jobs to be done.
• This machine can be used to solve the problems related to various fields.
• At one instance, it may be solving a complex scientific problem and the very next
moment it may be playing a card game.

Reliability

• A computer is a reliable machine.

• Modern electronic components have long lives.
• Computers are designed to make maintenance easy.

Automation

• Computer is an automatic machine.

• Automation is the ability to perform a given task automatically. Once the
computer receives a program i.e., the program is stored in the computer memory,
then the program and instruction can control the program execution without
human interaction.

Reduction in Paper Work and Cost

• The use of computers for data processing in an organization leads to reduction in

paper work and results in speeding up the process.
• As data in electronic files can be retrieved as and when required, the problem of
maintenance of large number of paper files gets reduced.
• Though the initial investment for installing a computer is high, it substantially
reduces the cost of each of its transaction.
 23

Disadvantages of Computers

Following are certain disadvantages of computers.

No I.Q.

• A computer is a machine that has no intelligence to perform any task.

• Each instruction has to be given to the computer.
• A computer cannot take any decision on its own.

Dependency

• It functions as per the user’s instruction, thus it is fully dependent on humans.

Environment

• The operating environment of the computer should be dust free and suitable.

No Feeling

• Computers have no feelings or emotions.

• It cannot make judgment based on feeling, taste, experience, and knowledge
unlike humans.
take any decision on its own.
 24

Enhancement Activities

Name: ____________________________________ Score ______________

Course/Year/Section _______________________ Date _______________

ACTIVITY 1

ACTIVITY 2

ACTIVITY 3
 25

Mastery Test

Name: ____________________________________ Score ______________

Course/Year/Section _______________________ Date _______________

CHAPTER 2 INTRODUCTION TO
COMPUTERS
 26

Learning Outcomes:

● Identify the software and hardware

● Discuss the different characteristics of storage systems

Introduction

This module will introduce you to an in-depth discussion of the following lessons:

1. Hardware and Software

2. Storage Device

Lesson 1

Hardware and Software

In computing terms, hardware and software represent the two fundamental elements of a
computer Hardware includes everything with a "hard" physical presence -- your computer tower
or laptop and its component electronics Conversely, the programs on your computer, which exist
as digital data rather than physical objects, are called software In order to operate, computers
require both hardware and software

Computer Hardware

Although computers contain thousands of individual capacitors, resistors and other electrical
components, these parts are built together to form a relatively small number of devices that make
up a computer's hardware Basic components include a hard drive for storing data, a processor
for performing operations, memory for holding active data, and a motherboard to tie the parts
together Hardware can also include external peripherals, such as the keyboard, printer and
scanner

Computer Software

The term "software" is usually synonymous with "computer program" and "application" Internet
Explorer, Microsoft Word and Photoshop are all examples of software A computer's software also
includes its operating system, such as Windows or Mac OS X Operating systems act as a base,
providing an interface in which all other software runs Note that not all data on a computer is
software, however: documents, music, pictures, videos and other files require a particular type of
software to open, but are not software themselves
 27

Hardware and Software Interactions

Computers make constant use of both hardware and software When you open a software
program, the computer reads its data from the hard drive, runs its programming on the computer's
processor and then displays the result on your screen Because hardware and software work so
closely together, a problem in either can cause trouble: A frozen computer, for example, can result
either from defective hardware or a malfunctioning piece of software Similarly, a computer might
slow down because of outdated hardware, because it has too many software programs running,
or due to a piece of malicious software, known as malware or a computer virus

Drivers and Firmware

Two types of files, firmware and drivers, skirt the edge of the definition of software Firmware is
programming that is hard-coded into a computer chip, such as that in a router Drivers, on the
other hand, contain the programming to operate hardware Current operating systems install most
drivers automatically, making their role invisible, but every piece of hardware, from your mouse
to your scanner, needs a driver to operate In cases where your computer can't automatically
install a new peripheral's driver, you need to add it yourself from an installation disk or the
manufacturer's website

Lesson 2

Storage Devices
What is Digital Data Storage?
Digital data storage is essentially the recording of digital information in a storage medium, usually
by electronic means The storage device typically enables a user to store large amounts of data
in a relatively small physical space, and makes sharing that information with others easy The
device may be capable of holding the data either temporarily or permanently
Digital data storage devices have many uses For example, computers usually rely upon
information storage to function Storage media can also be used to back up important information
(storing digital data can involve durability and reliability issues, so making independent copies of
the information is normally a sensible precaution) Some storage devices are also portable,
meaning that they can be used to transfer information from one computer to another
Digital data storage media generally fall into one of five categories: magnetic storage devices,
optical storage devices, flash memory devices, online/cloud storage, and paper storage I will give
one or more examples of each category below
Digital Data Storage Devices: 10 Examples

1. Hard Drive Disk

2. Floppy Disk
3. Tape
 28

4. Compact Disc (CD)

5. DVD and Blu-ray Discs
6. USB Flash Drive
7. Secure Digital Card (SD Card)
8. Solid State Drive (SSD)
9. Cloud Storage
10. Punch Card
I will go into more details regarding each device below
1 Hard Disk Drive
A hard disk drive (also known as a hard drive, HD, or HDD) can be found installed in almost every
desktop computer and laptop It stores files for the operating system and software programs, as
well as user documents, such as photographs, text files, videos, and audio The hard drive uses
magnetic storage to record and retrieve digital information to and from one or more fast-spinning
disks
2 Floppy Disk
Also know as a diskette, floppy, or FD, the floppy disk is another type of storage medium that
uses magnetic storage technology to store information Floppy disks were once a common storage
device for computers and lasted from the mid-1970's through to the start of the 21st century The
earliest floppies were 8-inch (203 mm) in size, but these were replaced by 5 1⁄4-inch (133 mm)
disk drives, and finally a 3 1⁄2 inch (90 mm) version
3 Tape
In the past, magnetic tape was often used for digital data storage, because of its low cost and
ability to store large amounts of data The technology essentially consisted of a magnetically thin
coated piece of plastic wrapped around wheels Its relative slowness and unreliability compared
to other data storage solutions has resulted in it now being largely abandoned as a media
4 Compact Disc (CD)

The compact disc, known for short as a CD, is a form of optical storage, a technology which
employs lasers and lights to read and write data Initially compact discs were used purely for
music, but in the late 1980's they began to be also used for computer data storage Initially, the
compact discs that were introduced were CD-ROM's (read only), but this was followed by CD-R's
(writable compact discs) and CD-RW's (re-writable compact discs)
5 DVD and Blu-ray Discs
The DVD (digital versatile disc) and Blu-ray disc (BD) are formats of digital optical disc data
storage which have superseded compact discs, mainly because of their much greater storage
capacity A Blu-ray disc, for example, can store 25 GB (gigabytes) of data on a single-layer disc
and 50 GB on a dual-layer disc In comparison, a standard CD is the same physical size, but only
holds 700 MB (megabytes) of digital data
6 USB Flash Drive
 29

Also known as a thumb drive, pen drive, flash-drive, memory stick, jump drive, and USB stick, the
USB flash drive is a flash memory data storage device that incorporates an integrated USB
interface Flash memory is generally more efficient and reliable than optical media, being smaller,
faster, and possessing much greater storage capacity, as well as being more durable due to a
lack of moving parts
7 Secure Digital Card (SD Card)

A common type of memory card, SD cards are used in multiple electronic devices, including digital
cameras and mobile phones Although there are different sizes, classes, and capacities available,
they all use a rectangular design with one side "chipped off" to prevent the card from being
inserted into the camera or other device the wrong way
8 Solid State Drive (SSD)
A solid state drive uses flash memory to store data and is sometimes used in devices such as
netbooks, laptop, and desktop computers instead of a traditional hard disk drive The advantages
of an SSD over a HDD include a faster read/write speed, noiseless operation, greater reliability,
and lower power consumption The biggest downside is cost, with an SSD offering lower capacity
than an equivalently priced HDD
9 Cloud Storage
With users increasingly operating multiple devices in multiple places, many are adopting online
and cloud computing solutions Cloud computing basically involves accessing services over a
network via a collection of remote servers Although the idea of a "cloud of computers" may sound
rather abstract to those unfamiliar with this metaphorical concept, in practice it can provide
powerful storage solutions for devices that are connected to the internet
10 Punch Card
Punch cards (or punched cards) were a common method of data storage used in the early
computers Basically, they consisted of a paper card with punched or perforated holes that have
been created by hand or machine The cards were entered into the computer to enable the storage
and accessing of information This form of data storage media pretty much disappeared as new
and better technologies were developed
 30

Lesson 3
Types of Computers

Computers can be broadly classified by their speed and computing power.

No. Type Specifications

PC (Personal It is a single user computer system having

1
Computer) moderately powerful microprocessor

It is also a single user computer system, similar to

2 Workstation personal computer however has a more powerful
microprocessor.

It is a multi-user computer system, capable of

3 Mini Computer
supporting hundreds of users simultaneously.

It is a multi-user computer system, capable of

4 Main Frame supporting hundreds of users simultaneously.
Software technology is different from minicomputer.

It is an extremely fast computer, which can execute

5 Supercomputer
hundreds of millions of instructions per second.

PC (Personal Computer)

A PC can be defined as a small, relatively

inexpensive computer designed for an individual
user. PCs are based on the microprocessor
technology that enables manufacturers to put an
entire CPU on one chip. Businesses use personal
computers for word processing, accounting, desktop
publishing, and for running spreadsheet and
database management applications. At home, the
most popular use for personal computers is playing
games and surfing the Internet.

Although personal computers are designed as

single-user systems, these systems are normally
linked together to form a network. In terms of power, now-a-days high-end models of
the Macintosh and PC offer the same computing power and graphics capability as low-
end workstations by Sun Microsystems, Hewlett-Packard, and Dell.
 31

Workstation

Workstation is a computer used for engineering

applications (CAD/CAM), desktop publishing, software
development, and other such types of applications
which require a moderate amount of computing power
and relatively high quality graphics capabilities.

Workstations generally come with a large, high-

resolution graphics screen, large amount of RAM, inbuilt
network support, and a graphical user interface. Most
workstations also have mass storage device such as a disk drive, but a special type of
workstation, called diskless workstation, comes without a disk drive.

Common operating systems for workstations are UNIX and Windows NT. Like PC,
workstations are also single-user computers like PC but are typically linked together to
form a local-area network, although they can also be used as stand-alone systems.

Minicomputer

It is a midsize multi-processing system capable of

supporting up to 250 users simultaneously.

Mainframe

Mainframe is very large in size and is an

expensive computer capable of supporting
hundreds or even thousands of users
simultaneously. Mainframe executes many
programs concurrently and supports many
simultaneous execution of programs.
 32

Supercomputer

Supercomputers are one of the fastest computers currently available. Supercomputers

are very expensive and are employed for specialized applications that require immense
amount of mathematical calculations (number crunching).

For example, weather forecasting, scientific

simulations, (animated) graphics, fluid dynamic
calculations, nuclear energy research,
electronic design, and analysis of geological
data (e.g. in petrochemical prospecting).
 33

Lesson 4
Types of Components
Computer components are the individual parts that make up a computer system, each
with a specific function. Understanding these components is fundamental to
comprehending how a computer works.

All types of computers follow the same basic logical structure and perform the following
five basic operations for converting raw input data into information useful to their users.

S.No. Operation Description

The process of entering data and instructions into the

1 Take Input
computer system.

Saving data and instructions so that they are available

2 Store Data
for processing as and when required.

Processing Performing arithmetic, and logical operations on data

3
Data in order to convert them into useful information.

Output The process of producing useful information or results

4
Information for the user, such as a printed report or visual display.

Control the Directs the manner and sequence in which all of the
5
workflow above operations are performed.
 34

Input Unit

This unit contains devices with the help of which we enter data into the computer. This
unit creates a link between the user and the computer. The input devices translate the
information into a form understandable by the computer.

CPU (Central Processing Unit)

CPU is considered as the brain of the computer. CPU performs all types of data
processing operations. It stores data, intermediate results, and instructions (program). It
controls the operation of all parts of the computer.

CPU itself has the following three components −

• ALU (Arithmetic Logic Unit)

• Memory Unit
• Control Unit

Output Unit

The output unit consists of devices with the help of which we get the information from
the computer. This unit is a link between the computer and the users. Output devices
translate the computer's output into a form understandable by the users.

Computer – CPU (Central Processing Unit)

The Central Processing Unit (CPU) is the core component of a computer that serves as
its "brain." It is responsible for executing instructions, performing calculations, and
managing data processing tasks. The CPU plays a pivotal role in the computer's overall
performance, and its architecture, clock speed, and the number of cores significantly
impact the system's computing capabilities. It interacts with the computer's memory and
other components, orchestrating the execution of software instructions. Understanding
the CPU is fundamental to grasping the core processing power of a computer system.

Central Processing Unit (CPU) consists of the following features −

 35

• CPU is considered as the brain of the computer.

• CPU performs all types of data processing
operations.
• It stores data, intermediate results, and
instructions (program).
• It controls the operation of all parts of the
computer.

CPU itself has following three components.

• Memory or Storage Unit

• Control Unit
• ALU(Arithmetic Logic Unit)

Memory or Storage Unit

This unit can store instructions, data, and intermediate results. This unit supplies
information to other units of the computer when needed. It is also known as internal
storage unit or the main memory or the primary storage or Random Access Memory
(RAM).
 36

Its size affects speed, power, and capability. Primary memory and secondary memory
are two types of memories in the computer. Functions of the memory unit are −

• It stores all the data and the instructions required for processing.
• It stores intermediate results of processing.
• It stores the final results of processing before these results are released to an
output device.
• All inputs and outputs are transmitted through the main memory.

Control Unit

This unit controls the operations of all parts of the computer but does not carry out any
actual data processing operations.

Functions of this unit are −

• It is responsible for controlling the transfer of data and instructions among other
units of a computer.
• It manages and coordinates all the units of the computer.
• It obtains the instructions from the memory, interprets them, and directs the
operation of the computer.
• It communicates with Input/Output devices for transfer of data or results from
storage.
• It does not process or store data.

ALU (Arithmetic Logic Unit)

This unit consists of two subsections namely,

• Arithmetic Section
• Logic Section

Arithmetic Section

Function of arithmetic section is to perform arithmetic operations like addition,

subtraction, multiplication, and division. All complex operations are done by making
repetitive use of the above operations.

Logic Section

Function of logic section is to perform logic operations such as comparing, selecting,

matching, and merging of data.
 37

Components of a Computer

Computer Back Panel

Computer back panels, also known as rear or I/O

(Input/Output) panels, are the interfaces located
on the back of a computer case or motherboard,
through which various external devices and
peripherals can be connected. These panels
typically feature a variety of ports, including USB,
audio jacks, Ethernet (RJ-45) connectors, video
outputs, and other connectivity options. The
configuration of back panels varies among
computer models and motherboard designs, but
these interfaces play a vital role in allowing users
to connect external devices such as monitors,
keyboards, mice, headphones, external storage,
and networking equipment, enabling the computer
to interact with the external world efficiently.
 38

Computer Front Panel

The computer front panel, often located on the front of the computer case, is a set of
physical interfaces and controls that offer quick and convenient access to various
functionalities. Common features on computer front panels include power buttons, reset
buttons, headphone and microphone jacks, USB ports, and sometimes memory card
slots. These components enable users to power on the computer, connect headphones
or microphones, and easily access USB devices, providing a user-friendly interface for
common tasks and peripheral connections.
 39

CHAPTER 3 KEYBOARD FAMILIARIZATION

Learning Outcomes:

● Identify the parts and functions of the keyboard

● Demonstrate the proper finger assignment

● Demonstrate the ergonomics of typing

Introduction

This module will introduce you to an in-depth discussion of the following lessons:

1. Parts of the Keyboard

2. Finger Assignment and Positioning
3. The Ergonomics of Typing: Position, Posture and Place
 40

Lesson 1
Parts of the Keyboard

A computer keyboard is used to enter commands of the computer like the laptop and
Personal Computer This device of a computer works as one of the main parts because it works
to create a different commands that will enter by pressing different keys accordingly by a user

There are different keyboards, but the computer keyboard is usually designed as Qwerty
with the different types like the PS/2 and the USB type keyboard With this type, there are different
parts or a major part that we need to know, including the different keys its of this major function
1Major Functions Of The Keyboards- these are the 5 major functions, these are the Function
keys (All F keys), Alphanumeric keys, 9 Special keys, Cursor keys (Arrow), and the numeric
keypad

2Composition Of Alphanumeric Character- is the biggest part of PC keyboard, it is the letters

from A-Z, numeric numbers from 0-9, character are symbols and punctuation, and the special
keys

3Symbols, Punctuation, And Special Keys Belong To Alphanumeric Character- these are
the symbols and punctuation both located in upper and lower cases And the special keys position
left, bottom, and the right side of this part
 41

THESE ARE BOTH SYMBOLS AND PUNCTUATION:

KEYS NAME FUNCTIONS

~ TILDE This serves to indicate different

pronunciation like Sto Niñ0, in
mathematical numbers, it is used to
describe a range property, like
220~240 volts of wall outlet standard
voltage

` ACCENT GRAVE This is used for stress vowel of the

last letter of multivowel wordAccent
grave

! EXCLAMATORY POINT It is used for uttering forceful feeling

and also use for coding language
purposes

@ at sign It's a replacement of at word and

commonly use for an email address
after the name or in between of email
name and the email provider, ex
example@gmailcom

# hash tag This symbol is describing a numbers

to follow and describe as no, it is also
used of other social media to describe
a keyword or a topic within your post

$ Currency Symbol This is used to denote a monetary

value or a money, in keyboard you will
see the dollar symbol

% Percentage It is used in mathematical operations

as a division property of a whole
number It's a division of 100, example
5% can be divided into 5/100 is equal
to 005

^ Caret This key found at the top of 6 numbers

and it is used to indicate an exponent
in mathematical operations

& and sign or amper sand Use to describe the word and, the
ancient name is ampersand This is
 42

used also for a coding language like

Visual Basic

* Asterisk This used to express Mathematical

operations of Multiplication instead of
using X in a spreadsheet application
And also use of coding language

( Open Paren thesis This is mainly used to separate a

sentence or a word which is different
to the meaning of a word or sentences
It is also for the spreadsheet
application like the IF function of
Microsoft Excel

) Close Paren Thesis This is mainly used to separate a

sentence or a word which is different
to the meaning of a word or sentences
It is also for the spreadsheet
application like the IF function of
Microsoft Excel

- Dash In Mathematical operations dash is

the minus

_ Under score It's an alternate of the space-bar key,

it is used when the space-bar not in
use And in coding language, its use in
creating a variable like $my_example

+ plus In Mathematical operations, it is used

to add numbers

= Equal It's used to show a result of

calculations, in a spreadsheet
application, it is the first to type before
the logical formula

{ Curly brackets It is used to enclose a group of

statement And in other coding
language, its use to enclose a variable

} Curly Brackets It is used to enclose a group of

statement And in other coding
language, its use to enclose a
variable

[] Square Brackets In writing its denotes error, in

Mathematical operations, it used to
enclose integer numbers
 43

: Colon In URL it's use of the end of HTTP,

and use to describe a drive of
computer storage, like C:

; Semi Colon In programming language use to

describe the end of the instructions In
other use, this serves as equal or use
to separate a two sentences that have
a same equal

| Pipe or Vertical Bar It is also used to separate a

combination word, in a command like
MS-DOS it is used as separator

\ Back Slash In a command like MS-DOS, it is used

as separator indicates as a directory
or a folder

" Double Quotation Mark It is used to enclose a group of text

that use to describe as a sentence or
a quote, like the remarks Example in
MS-Excel, =if (d4>100, "very
high","very low")

' Single Quotation Mark Use to quote within a quotation, ex

Philippines President said, 'I hate
drugs' In other programming
language, it is used to describe lateral
strings

< Less Than Use to compare numbers that lower to

other numbers in Mathematical
calculations, like 5 < 10

> Greater Thank Use to compare numbers that higher

to other numbers in Mathematical
calculations, like 10 > 5

, Comma Its a punctuation mark describes in

programming as an operator or
instruction This is used also to
indicate thousands and logical
operations its used to separate logical
test and the value

Period This is used to indicate the end of

sentence or a full stop of a paragraph
In MS-DOS it indicates a parent
directory
 44

? Question Mark It indicates a question, need to answer

And in the browser it indicates web
address

/ Froward Slash In Mathematical operations, it is used

as division symbol and separator of an
item of a command in MS-DOS

- Minus Mathematical operations of

subtractions

SPECIAL KEYS BELONG TO ALPHANUMERIC CHARACTER:

KEYS NAME FUNCTIONS

TAB Tabulator This is the indention key for the

document and the tabulator of the
windows

Caps Lock Capital Letter Lock For the capital letter of a document
during writing

Shift Shift key There are 2 shift keys, this is the

use for single upper keys during
writing

CTRL Control key There are 2 control keys, use of

partner specific keys to function
another command, see the images
above or the link here: 16
CONTROL KEYS

Windows Logo Flying Windows key This is used to open or customize

the start menu of the desktop

ALT Alternate key There are 2 ALT Keys, This is used

to partner the numeric keypad and
other special keys to function
another specific command like the
character map or other symbols of
computer application

Spacebar spacebar This is used to give a space

between letters and words, or use
 45

to indent a character in a document

at the specific size of 01 inches

Desktop Property Key Desktop Property Key This is used to open the backdoor
command, just like as a right click of
the mouse in the blank of desktop
or in a template of application

Backspace Backspace This is used to erase a character

position at the left side

Enter key Enter key Use as to accept any command

4 9 SPECIAL KEYS:

KEYS NAME FUNCTIONS

Print Screen SysRq Print Screen System This is used to print the current screen
Request image of computer or called screen shots

Scroll Lock Scroll Lock This is used to lock all the scrolling
techniques are meant to scroll the windows
instead of moving the cursor

Pause Break Pause Break In multimedia this is used to pause the

movie and in command applications like in
MS-DOS this is used to break the
command

Insert Insert It is used to overtype or insert a text or

overwrites a text with the current location

Home Home This is used to move or jump the cursor on

the keyboard at the beginning of a line of a
paragraph

End End This is used to move or jump the cursor on

the keyboard at the end of a line of a
paragraph

Page up Page up This is used to rolling up a page of a

document going up

Page down Page down This is used to rolling down a page of a

document going down
 46

Delete Delete This is used to erase a character position

at the right side

5 CURSOR KEYS- These are the four arrows at the right side of your keyboard that it is used to
navigate the environment or the user interface of the program or in nay games

6 NUMERIC KEYS OR NUMERIC KEYPAD- There are two uses of this part, once the number
lock is pressed The numbers will function, and once it off (No light indicator at the top of number
lock) it is used only for special keys like the cursor keys

CONCLUSION:

In different programs of the computer there are many commands use for a command function,
like the shortcuts It is a combination of keys to make the command directly without using a mouse
Like in the Windows of closing the program automatically, the CTRL + F4 In any laptop design,
the keyboard is nearly different, like the Fn keys that additional to the alphanumeric character
And the numeric keypad is attached also in this part

Lesson 2

Finger Assignment and Positioning

Where should fingers be placed on the keyboard?

 47

The fingers on your left hand should be placed over the A, S, D, and F keys and the fingers on
your right hand should be placed over the J, K, L, and ; keys These keys are considered the home
row keys Your thumbs should either be in the air or very lightly touching the spacebar key

Note
For keys with two or more characters, you may need to use two hands and two fingers to create
the character For example, with the bracket and brace keys ( [ { and ] } ), to type the curly bracket,
first you must press the left Shift key with your left pinky Then, press the open or close bracket
key with your right pinky

How many fingers should be on the home row?

With the four fingers of both hands on the home row there should be a total of eight fingers on the
home row
 48

Should my palms be resting or should they be raised?

When typing, your palms should be raised and not resting on any surface, including a wrist pad,
and held at a 10 to 30-degree angle Raising or lowering your wrists too much in either direction
or resting them while typing can cause stress and may lead to carpal tunnel syndrome

Other keyboard safety tips

While keeping your palms raised while typing, there are also other tips you can follow to help
prevent carpal tunnel and pain while you type Keep the following suggestions in mind every time
you type

● Keep your keyboard home row height as close to elbow level as possible
● Center the spacebar with your body
● Do not angle or bend your wrists While typing keep your wrists elevated and as straight
as possible
● Avoid hunt-and-peck typing as it causes strain on the neck from having to look down at
the keyboard often
● Don't use more force than needed to press the keys
● When you are not typing make sure to rest your arms and hands However, never rest
your arms, hands or wrist on a sharp edge
● Take a break from typing every 20 to 30 minutes If you have a hard time remembering
when to take a break, set a timer or drink lots of water, forcing you to go to the bathroom
more often

Lesson 3

The Ergonomics of Typing: Position, Posture and Place

The Ideal Typing Posture According to Experts

 49

According to Cornwell University and the University of British Columbia, the ideal typing posture
is such that the keyboard is below your elbow height when seated, with your wrists straight and
not planted on the surface of the desk Here are the key steps to achieve the most ergonomic and
comfortable typing position:

● Place keyboard just below elbow level

● Elbows should be in an open angle (90 – 110 degrees)
● This relaxes your forearms and shoulders
● Keyboard should be flat on the desk, or sloping gently away from you (negative tilt)
● A keyboard tray or ergonomic keyboard can be used to achieve a negative tilt in your
keyboard
● Keep your wrists straight, neither flexed upwards or downwards
● Resist resting your wrists on the desk, which puts pressure on your tendons and cuts off
blood circulation
● Keep both feet flat on the floor Use a foot stool if needed
● If you use a wrist pad, push it flush against the keyboard, and only use it to support your
palms (not wrists) when resting

Most conventional keyboards come with legs at the back end prop up the keyboard, creating a
positive tilt While this makes the back keys easier to access, ergonomically it is detrimental,
causing your wrists to assume an upward flexed posture (wrist extension) at all times The only
time a positive tilt is innocuous is when the backrest of your seat is reclined significantly In an
 50

upright or slightly reclined sitting position, a flat or negatively tilted keyboard is more ergonomically
sound

Good Sitting Posture When Typing

When typing, how you sit dictates the posture of your hands and fingers As such, it’s critical to sit
properly as well According to Occupational Safety and Health Administration (OSHA), maintaining
the right posture is important to maximize your productivity and mitigate the risk of work-related
MSDs
Sitting in the right posture also boosts your respiratory system The American Council on
Exercise explains that a poor posture compresses your thoracic region, thus preventing the
diaphragm from opening up fully The result? Low oxygen intake and decreased energy levels
According to Medical News Today, the right sitting position entails:

● Resting your back against the chair for maximum support If the chair does not provide
adequate support, consider using a lumbar pillow
● Resting your feet flat on the floor or on a footrest The idea is to have your thighs parallel
to the seat pan so that your legs form a 90-degree angle at your knees
● Looking straight ahead without leaning forward According to WebMD, bending forward
exerts too much pressure on your discs To avoid this hunchback posture, you should
position the top of your monitor so that it’s level or slightly below your horizontal eye level
● Positioning your knees at the same level or slightly lower than your hips
● Relaxing your shoulders
If you suffer from back pain, adjust the back of
your office chair to between 110 and 130
degrees This backrest angle helps relieves back
and neck pressure

The Word on Wrist Pads- Good or Bad?

There’s a lot debate surrounding the use of wrist

pads by typists Proponents of this accessory
claim that it really helps to relieve fatigue in the
forearms Some argue however that wrist pads
put too much pressure on the tendons found on
the underside of the wrist

Even though most people use wrist pads and

palm rests interchangeably, these accessories
are actually much better ergonomically when
used as the later- to support your palms –
according to ergonomists [1][2] Furthermore,
they should only be used to rest your palms
when you’re not typing In other words, wrist pads
are fine, but keep in mind the following best practices:
 51

● Move the wrist pad flush against your keyboard and use it to cushion your palms, not
your wrists This reduces the likelihood of a wrist extension and restriction of blood flow
to the wrists

● When typing, your hands should be hovering just above and not actually resting on the
wrist pad Wrist should be in a neutrally straight position, so you can draw a straight line
from the hand to the wrist Use the wrist pad only in between typing breaks and occasionally
as needed

Common Improper Typing Postures

You may be typing in a poor posture and not even be aware of it Here are 3 common scenarios:

Wrist Extension

Bad: The most common problem typing

posture, this occurs when your keyboard is
higher than your wrists, requiring you to hyper
extend your wrists to press the keys

How to Fix: Lower your seat and raise your

wrists up so your wrists and keyboard are on
the same plane Maintain a straight, neutral wrist
as you type

Closed Elbows and Shrugged Shoulders

Bad: This occurs when your chair is too low or

the keyboard is too close to your body, resulting
in closed elbows, shrugged shoulders and wrists
flexion

How to Fix: Raise your seat height so your

elbows are at an open 90-110 degree angle, and
pull back your seat if necessary Relax your
shoulders and make sure they are externally
rotated, forming an upside down “V” shape with
the keyboard Consider an split keyboard if
needed to achieve that angle
 52

Arm Extension

Bad: This occurs when the keyboard is too far

away from you, resulting in your arms hyper
extending to reach it

How to Fix: Bring the keyboard closer to you so

your elbows are at a maximum 110 degrees
angle

Common Problems Due to Poor Typing Posture

Computer-related injuries are often caused by poor postures Typical typing problems range from
wrist strain and rounded shoulders to neck and shoulder pain

Problem: Wrist Strain

Solution: Keep your wrists straight as you type Perform simple hand exercises such as wrist
flexion and extension periodically

Details: Although other factors can come into play, a combination of repetitive typing without
resting and maintaining a flexed wrist as you type at your keyboard are the main culprits for
wrist strain

Wrist pain is the most common RSI pain point based on a recent survey by researchers

The process of typing on a keyboard causes the tendons in your wrists to move back and forth
These tendons lie parallel to each other, so the back-and-forth movement creates friction, creating
what is known as a microtrauma

To prevent wrist strain, position your wrists in such a way that they’re floating horizontally in the
air as you type Essentially, they shouldn’t be flexed in either directions or resting on the desk as
you type If you get tired easily, use a palm pad to support the fleshy part of your palm, not
your wrists

Simple wrist exercises can be beneficial for people suffering from wrist pain, according to doctors
Some of the best ones are:
 53

Wrist Extensor and Flexor Stretches

The wrist extension and flexion stretches are so simple to do, yet are highly beneficial in
rejuvenating your joints and increasing your wrist mobility after typing for a long time

1. Hold arm outward with palm facing down

2. Catch the fingers of the upward extended hand with your other hand
3. Gently pull your fingers upwards until you feel a stretch on the underside of your wrist
4. Hold for 5 seconds, then release
5. Gently pull your fingers downwards until you feel a stretch on the front of your wrist
6. Hold for 5 seconds, then repeat on the other hand

Check out other simple but effective hand exercises

Problem: Neck and Shoulder Pain

Solution: Maintain a straight neck and avoid hunching as you type Every hour, stretch your neck
and upper body

Details: Most people don’t realize just how much they may be straining their necks and shoulders
when typing until they start feeling pain
 54

One of the reasons why you could be getting these pains and aches is because of your typing
posture If you place your keyboard too far away, you force your shoulders to rotate inwards to
reach for the keyboard If your monitor is too far away, you instinctively crane your neck forward
to clearly see everything on the screen These poor postures causes misalignment in your entire
upper body, exerting excess strain on your neck, upper back and shoulders

,The solution is really two folds:

1. Always sit with your neck straight and shoulders back

2. Every 30 minutes or so, stretch your upper body

For many people who experience neck or shoulder pain, the first solution they think of is popping
a couple of ibuprofen or other painkillers But based on this study, performing neck and shoulder
stretch exercises is actually more effective at relieving pain than taking drugs Some of my favorite
ones to do are:

Neck Relaxer
This is an awesome exercise to release tension in your neck,
plus rejuvenate blood flow to that area I find it also helps wake me up
1. Sit upright with your feet planted on the floor
2. Drop your head to the right slowly, trying to touch your ear to your
right shoulder
3. Hold the stretch for 5 seconds
4. Return to the starting position, then repeat on other side
5. Drop your chin down so it touches your chest
6. Come back to neutral head position, then tilt backwards until you
feel a stretch in the back of your neck
7. Come back to neutral again, the rotate your head 360 degrees all
around
8. Return to the starting position

Overhead Shoulder Stretch

 55

This is one of my all time favorite stretches It helps break up tension in the neck, shoulders, and
upper back all at once

1. Raise one arm directly overhead and bend it at the elbow

2. Catch the elbow with your opposite hand
3. Pull the upright arm towards the opposite side and hold for 10 seconds
4. Repeat on the other side
 56

CHAPTER 4: WORD-PROCESSING SOFTWARE

Learning Outcomes:

● Discuss the history of word-processing software

● Identify the screen elements and functions

● Create a document for a specific communication purpose

Introduction

This module will introduce you to an in-depth discussion of the following lessons:

1. History
2. Screen Elements
3. Creating, Formatting and Editing
4. Keyboard Shortcut Commands
5. Paragraph Alignment, Columns, Tables, Bullets/Numbering, Hyperlink
6. Citations and references
7. Proofing and revising

Lesson 1

History

History of Word Processing

The earliest word processors were standalone machines similar to electric typewriters that
debuted in the 1960s The great advantage of these early machines over using a typewriter was
that you could make changes without retyping the entire document Over time, the devices
acquired more advanced features, such as the ability to save documents on a disk, elaborate
formatting options, and spell-checking
While there are still some standalone word processors in use today, word processing
began to move to personal computers in the 1980s In the early days of the PC, a word processor
called WordPerfect became one of the most widely used applications of any kind Over time,
however, What You See Is What You Get (WYSIWYG) word processors that showed users
exactly what would print on their final documents became more popular One of those WYSISWG
word processors, Microsoft Word, became dominant in the 1990s
 57

Image: The first version of Microsoft Word was developed in 1981 The current version is Microsoft
Word 16 (released in 2016)
With the advent of cloud computing in the 2000s, word processing changed again The
cloud allowed users to do their word processing via a browser-based application While these
cloud-based word processors lacked the advanced functionality of software installed on a device,
they allowed users to store their documents in a remote data center and access them from any
Internet-connected PC or mobile device They also made it easier for geographically separated
teams of people to work together on the same document Many users found that cloud-based word
processors offered enough features to meet their needs, as well as greater convenience, mobility,
and collaboration support
 58

Lesson 2

SrNo Word Processing Concepts & Description

Opening Word Processing Package

1
Word processing package is mostly used in offices on
microcomputers To open a new document, click on "Start" button
and go to "All Programs" and click on "Microsoft Word"

Opening and Closing Documents

2 Word automatically starts with a blank page For opening a new file,
click on "New"

Page Setup

3 Page setup options are usually available in "Page Layout" menu

Parameters defined by the user help in determining how a printed
page will appear

Print Preview
4 This option is used to view the page or make adjustments before
any document gets printed

Cut, Copy and Paste

5 In this section, we shall learn how to use cut, copy and paste
functions in Word

Table Manipulation

6 Manipulation of table includes drawing a table, changing cell width

and height, alignment of text in the cell, deletion/insertion of rows
and columns, and borders and shading
 59

Screen Elements

Microsoft Word is a popular word processing software It helps in arranging written text in a
proper format and giving it a systematic look This formatted look facilitates easier reading It
provides spell-check options, formatting functions like cut-copy-paste, and spots grammatical
errors on a real-time basis It also helps in saving and storing documents
It’s also used to add images, preview the complete text before printing it; organize the data
into lists and then summarize, compare and present the data graphically It allows the header and
footer to display descriptive information, and to produce personalized letters through mail This
software is used to create, format and edit any document It allows us to share the resources such
as clip arts, drawing tools, etc available to all office programs
In this chapter, you will learn about Concepts related to MS Word in detail You will know
about Word Processing Basics, Opening and Closing the Document, Text Creation and
Manipulation, Formatting Text, and Table Manipulation

Basics of Word Processing

Word processor is used to manipulate text documents It is an application program that creates
web pages, letters, and reports

Summary

This topic provides us with a clear idea about components of word processing basics, opening
and closing the documents, text creation and manipulation, formatting the text, table
manipulation, etc
 60

Lesson 3

Creating, Formatting and Editing

You will have mastered the material in this chapter when you can:

1. Enter text in a Word document

2. Check spelling as you type
3. Format paragraphs
4. Format text
5. Undo and redo commands or actions
6. Change theme colors
7. Insert digital pictures in a Word document
8. Format pictures
9. Add a page border
10. Adjust spacing
11. Change document properties
12. Correct errors and revise a document
13. Print and read a document

Lesson 4

Keyboard Shortcut Commands

Shortcut Description
Ctrl+0 Toggles 6pts of spacing above the paragraph
Ctrl+A Select all contents of the page
Ctrl+B Bold highlighted selection
Ctrl+C Copy selected text
Ctrl+D Open the font preferences window
Ctrl+E Aligns the line or selected text to the center of the screen
Ctrl+F Open find box
Ctrl+I Italic highlighted selection
Ctrl+J Aligns the selected text or line to justify the screen
Ctrl+K Insert a hyperlink
Ctrl+L Aligns the line or selected text to the left of the screen
Ctrl+M Indent the paragraph
Ctrl+N Opens new, blank document window
Ctrl+O Opens the dialog box or page for selecting a file to open
Ctrl+P Open the print window
Ctrl+R Aligns the line or selected text to the right of the screen
Ctrl+S Save the open document Like Shift+F12
Alt+F, A Save the document under a different file name
Alt+X Show the Unicode code of a highlighted character
Ctrl+T Create a hanging indent
Ctrl+U Underline the selected text
 61

Ctrl+V Paste
Ctrl+W Close the currently open document
Ctrl+X Cut selected text
Ctrl+Y Redo the last action performed
Ctrl+Z Undo last action
Ctrl+Shift+L Quickly create a bullet point
Ctrl+Shift+F Change the font
Ctrl+Shift+> Increase selected font +1pts up to 12pt and then
increase font +2pts
Ctrl+] Increase selected font +1pts
Ctrl+Shift+< Decrease selected font -1pts if 12pt or lower; if above
12, decreases font by +2pt
Ctrl+[ Decrease selected font -1pts
Ctrl+/+c Insert a cent sign (¢)
Ctrl+'+<char> Insert a character with an accent (acute) mark, where
<char> is the character you want For example, if you
wanted an accented é you would use Ctrl+'+e as your
shortcut key To reverse the accent mark, use the
opposite accent mark, often found on the tilde key
Ctrl+Shift+* View or hide non printing characters
Ctrl+<left arrow> Moves one word to the left
Ctrl+<right arrow> Moves one word to the right
Ctrl+<up arrow> Moves to the beginning of the line or paragraph
Ctrl+<down arrow> Moves to the end of the paragraph
Ctrl+Del Deletes word to right of cursor
Ctrl+Backspace Deletes word to left of cursor
Ctrl+End Moves the cursor to the end of the document
Ctrl+Home Moves the cursor to the beginning of the document
Ctrl+Spacebar Reset highlighted text to the default font
Ctrl+1 Single-space lines
Ctrl+2 Double-space lines
Ctrl+5 15-line spacing
Ctrl+Alt+1 Changes text to heading 1
Ctrl+Alt+2 Changes text to heading 2
Ctrl+Alt+3 Changes text to heading 3
Alt+Ctrl+F2 Open new document
Ctrl+F1 Open the Task Pane
Ctrl+F2 Display the print preview
Ctrl+Shift+> Increases the selected text size by one font size
Ctrl+Shift+< Decreases the selected text size by one font size
Ctrl+Shift+F6 Switches to another open Microsoft Word document
Ctrl+Shift+F12 Prints the document
F1 Open help
F4 Repeat the last action performed (Word 2000+)
F5 Open the Find, Replace, and Go To window in Microsoft
Word
F7 Spellcheck and grammar check selected text or
document
F12 Save As
 62

Shift+F3 Change the text in Microsoft Word

from uppercase to lowercase or a capital letter at the
beginning of every word
Shift+F7 Runs a Thesaurus check on the selected word
Shift+F12 Save the open document Like Ctrl+S
Shift+Enter Create a soft break instead of a new paragraph
Shift+Insert Paste
Shift+Alt+D Insert the current date
Shift+Alt+T Insert the current time

Lesson 5

Paragraph Alignment, Columns, Tables, Bullets/Numbering, Hyperlink

Horizontal Alignment of Text in Microsoft Word

Unless support for some East-Asian language is installed, you will see four icons for paragraph
alignment in Word

The screen shots below all include a fifth icon for Distributed Text which will show up if you have
East-Asian language support installed The command is available even if the language support is
not installed, though

Left-Alignment (Ragged-Right) (Ctr+L)

This is the default

Because of the text used above, it looks like fully-justified text, but it is not The text is not stretched
to go all the way to the right Indent
 63

Center-Alignment (Centered)

(Ctr+E)
 64

Right-Alignment (Ragged-Left) (Ctr+R)

Full Justification / Alignment

 65

(Ctr+J)

The demonstration screen shot above shows full alignment with both a paragraph mark at
the end of a short line and a line break at the end of a short line
First, permit me a slight rant Don't use full justification! It makes your text look nice but
it is harder to read! Also don't use hyphenation -- for the same reason Reading is not done letter-
by-letter The brain uses the shape of the word to determine a meaning, and even the shape of a
sentence Both full justification and hyphenation mess with those shapes (Done with rant; thank
you for your tolerance)
Fully justified text in newspapers and magazines is far more highly massaged than Word
will do This is through the use of kerning and ligatures
Full justification can be enhanced by using a Word Perfect compatibility option -- the only
WP-compatibility option that I know of that is of any use
Tools => Options => Compatibility (tab)
Check the box for "Do full justification like Word Perfect 6x for Windows" This varies the
space between words to a much finer degree than is the default for Word Thanks to Woody's
Office Watch for this tip It still doesn't make the text as easy to read as left-justification This option
is not available for documents set up for Word 2013 or later
 66

If you do decide to use full alignment, just be aware that Word is a flawed tool to produce this kind
of text
 67

Note that the WordPerfect option shifts text from line to line This option is not available AFAIK
after Word 2010 except when in compatibility mode

Distributed Paragraph Alignment (Ctrl+Shift+J) - an undocumented option

Unless you have support for some East-Asian Language installed, you will only see the four icons
above with none showing as active If you do have that language support turned on, you will
see five icons in the paragraph alignment area with the fifth one being for Distributed

This was built into Word as a part of East Asian Language Support and is in all versions of Word
since at least Word 2003 Distributed should never be used in English for regular text Note above
 68

that in the last line the parantheses and period are counted as characters and space is used to
stretch them as well
If you have language support turned on for any East Asian Language, the icon will be with
your
other

paragraph formatting alignment options as shown Otherwise, you can add the command for
Distributed Paragraph text to the Quick Action Toolbar or a Ribbon in Word 2007 and later It is
under All Commands as "Distributed" When added to a the QAT or Ribbon, it gives the icon
although not with the other icons In Word 2003 you cannot display the icon (AFAIK) without
installing support for an East-Asian language The shortcut Ctrl+Shift+J, though, is available
If you display the icon, it comes with the "tooltip" when you hover over it
Again, I would never use Distributed for anything other than a single line of text for a special
purpose It does not, contrary to the tooltip shown, give a document a clean look!
My thank to Rohn and Stefan Blom for the information about the Distributed option The keyboard
shortcut does show up for the command Distribute Para in printed lists of commands or of
keyboard shortcuts generated by Word using the ListCommands command I call this an
undocumented option becausethe Ctrl+Shift+J Shortcut does not show up in the lists of Keyboard
Shortcuts on the Microsoft site that I've found As far as I know, its use is not documented by
Microsoft's site, at least not in English

All of the methods shown so far keep the same text on each line, they simply move the
text to different positions on a line That is not the case with the justification methods for Right-to-
Left languages They can ove words from line to line

Justification - Right-to-Left Language buttons available on QAT

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The above buttons give additional options, even if you are not using a Right-to-Left language
They give three additional degrees of justification

Justify - High

Justify - Low

As far as I can tell, the Justify-Low setting is the same as the Full Justification setting
 70

Justify - Medium

Notice that the High and Medium settings move words from line to line The menu button that
gives a drop-down with all of these is only active if you have a Right-to-Left language enabled in
you version of Word

Justification - Left and Right - Flush Right

There are times when you want one column of text aligned to the left, and a second to the right
(In Word Perfect, this is called Flush-Right) In Word, this is done by use of Tab settings
or Alignment Tabs that ignore those settings
A common example of this kind of formatting is a Table of Contents Word will automatically define
a Table of Contents in just this way Here are examples of text with the Ruler, with the non-printing
tab characters displayed
Note that the tabs could be set at the paragraph indents; here they are not to make what is
happening clearer If they were set at the indents, the tab for the left-most text would not be used,
simply the indent Note also that a right tab could be set outside the right paragraph indent and/or
the right page margin

The second is Flush Right with an additional Center tab

 71

The third example uses a Right tab to align text on the left with an even right margin and that on
the right with an even left margin Still with a Center tab

The fourth example shows use to line up columns to meet in the middle using tab settings

Other times you will want one column aligned to the left margin, a second column centered and
a third column right-aligned with the right margin In Word Perfect this is done in a left-justified
paragraph by typing the text on the left, pressing the Center key, typing the centered text, and
then pressing Right-Justify and typing the text for the right margin A typical place for doing this is
in the headers and footers of a page Both the header and the footer Styles are set up with a
center-tab and a right-tab If you are in either of these places, simply type your left text, press the
tab key, type your centered text, press the tab key again, and type your right-aligned text This is
shown in the examples above
If you need wrapping for these columns of text, whether in the body of your document or in a
header or footer, you could use a Table in Word Remember that each cell in a table can be aligned
independently and that you can turn off the borders for the table so that it will not print lines
between or around cells
Otherwise you could set the Right Tab outside of the right Indent or even the Right Margin The
screenshots below show text where this has been done They have the same margin settings but
different indent and tab settings Both use dot leaders for the Right Tab Display of non-printing
formatting characters is turned on The first method shown below (tab set outside right indent)
works in Word 2013 and later as well as earlier versions The second method (tab set outside right
margin) only works in Word versions 2010 and earlier
 72

See also Working with Tabs

Vertical Justification / Alignment of Text in Microsoft Word

Just as text can be aligned to either the left or right indent (not margin) or centered horizontally
with Word, it can be aligned to the top or bottom margins of the page or centered on the page
using vertical alignment In Word 97-2003, this is done using the Page Setup dialog found under
the File menu In Ribbon versions of Word it is done using the same dialog launched using the
dialog launcher button on the Page Layout Group of the Page Layout tab These and the dialog
are shown below
 73

The dialog box is virtually identical from Word 97-Word 2019 The controls for vertical alignment
are on the Layout tab of the dialog box in the middle A preview will be displayed as you pick
different options Before you click on OK make sure your change will apply to the part of your
document you want
This setting somehow gets triggered every once in a while by mistake It may be a rogue mouse
click, a bad macro, or an upset employee At the bottom right is a button that would apply the
choice as a default If that happens it saves the change in the normal template (normaldot or
normaldotm) and will apply to all new documents! If this has happened, open your normal
template and reset the vertical alignment the way you want most documents to be set up Then
save and exit the template
Again, vertical alignment on the page is a Section formatting property, not a paragraph formatting
property like horizontal alignment
 74

Lesson 6
Citations and references

One of the most intimidating for any new or returning student is adding proper citation to
their work With multiple styles and every style being its own standard, it’s easy to see why
students are intimidated and confused when it comes to adding citations and bibliographies to
their work
Fortunately though, technology now takes most of the leg work out of citing your work
Whether you are a student or researcher, you should not have to sit there with a style guide trying
to figure out how to add a citation for book, journal article or website
As such, it’s worth taking a moment to understand how the citation system in your word processor
works and how to best take advantage of it Not only can it save you a lot of time with your writing,
but it can help make sure that your citations are accurate and complete
So here’s a look at how to add citations to your work, regardless of the word processor you use

Add Citations and Bibliography in Microsoft Word

Microsoft Word easily has the most robust citation and bibliography tool While it’s certainly the
most flexible and powerful tool, it can also be a bit intimidating, especially for those who are new
to it
Here are the basic steps to follow:
1. Open the “References” tab in the menu
2. Under the “Citations & Bibliography” group, select the citation style you want to use
3. Put your cursor where you want to add a citation in your text (usually at the end of a
quote or a fact you wish to cite)
 75

4. Click “Insert Citation”

5. Choose “Add New Source” (Note: You can choose to add a placeholder, but
remember about writing in a cleanroom before doing so)
6. Choose the type of source that it is and then fill out all available information on it
7. Once you click “Ok” the citation should be added
8. Once you’ve added a source, to add another citation to it, you simply select it from the
dropdown when you click the “Insert Citation” button
9. When you’re done adding adding all of your citations and sources, you can then add
a bibliography simply by clicking the “Bibliography” button in the group and selecting
the type you want

Another great feature in the group is the source manager, which is accessed by clicking “Manage
Sources” With it, you can edit, add, and manipulate your sources The source manager also allows
you to see which sources you have cited in your paper, marking them with a check, making it
easy to delete and remove ones you don’t need
All in all, the process is simple and Word can take most of the work out of adding citations to your
papers All you need to do is have your sources at the ready and be able to answer a few basic
questions about them

Add Citations and Bibliography in OpenOffice and LibreOffice

OpenOffice ,as well as its LibreOffice fork, are well-known free, open source alternatives
to Microsoft Office Though, for the most part, they’ve built a comprehensive and powerful word
processor that’s a decent replacement for Microsoft Word, they are unfortunately lacking when it
comes to adding citations

The process, at least in native OpenOffice and LibreOffice, is highly convoluted and
doesn’t provide out-of-the-box support for the most common citation styles
This, unfortunately, makes these suites a poor choice for academic papers but, if you have to use
it for one reason or another, here are the steps to take in OpenOffice:
 76

1. In the menus, select Tools > Bibliography Database to bring up the Bibliography
Database
2. Select an empty row and give the document a useful shortname This is very important
for later
3. Then, fill in the rest of the information available
4. Now, to add the citation, go back to your document, place the cursor where you want
it and, in the menu, select Insert > Indexes and Tables > Bibliography Entry
5. Select the short name from the list and hit “Insert”
6. This drops the short name in brackets
7. When you’re done adding citations, in the menu, select Insert > Indexes and Tables >
Indexes and Tables
8. In the popup, change the type to Bibliography
9. Select the “Entries” heading and edit both the structure of the entry and the sort order
10. Hit “Ok” to create the bibliography

(Note: The steps are largely the same in LibreOffice though some of the menu names are
changed)
Unfortunately, you can not simply tell either OpenOffice or LibreOffice to simply follow, MLA, APA
or Chicago styles Zotero does offer a plugin for both OpenOffice and LibreOffice that may work
for you, but I was unable to test it due to system requirements
But while the OpenOffice process for adding citations is thorny, it’s still better than managing
citations yourself Still, it’s a good thing there is another free alternative available

Lesson 7

Proofing and Revising

Students often use the terms “revision” and “proofreading” interchangeably, but they are actually
different processes Revision deals with organization, audience, and focus Proofreading deals
with surface errors

Revision deals with

● Reading for the big picture and trying to see your writing as readers see it
● Recognizing your paper’s organization (or lack of it): is your information presented
logically? Do you jump from one idea to the next or does it seem to flow naturally? Do you
use subheadings?
● Sharpening your introduction and thesis statement: is it clear from your introduction what
your paper will cover and/or argue? Do you follow through on what you promise in the
intro and with your thesis?
● Adding details and examples: did you fully explain your main points? Are your reasons
and examples adequate to support your thesis?
● Eliminating unnecessary details: did you include anything that might throw the reader off
or lead to confusion? Did you repeat yourself? Keep in mind that re-stating a key point is
effective
 77

Proofreading deals with

● Reading s-l-o-w-l-y Do not rush through it

● Rewriting awkward or unclear sentences
● Correcting punctuation, grammatical, and mechanical errors
● Correcting spelling mistakes
● Formatting citations, cover sheets, footnotes, and references correctly

Remember

● Revision usually occurs after you finish a rough draft of your paper You may go through
several rounds of revision before you’re ready to proofread
● Revision should be done prior to proofreading Revision tackles the biggest issues first If
you proofread first, you may spend time polishing text that won’t make it into the final
paper
● Students are sometimes tempted to fix grammar or spelling problems without considering
issues like order, transitions, and introductions/conclusions Remember: proofreading is
just one part of the overall revision process
● It’s not a good idea to rely on spell-check or grammar-check They make miss takes two
● The Writing Center can help you with revising or proofreading your paper We can also
help you determine which process you need to focus on and how to get started

Using Icons below Menu Bar

The bar located below menu bar is the toolbar. Toolbar provides shortcuts to
menu commands. It has icons which represent commonly used functions.

Icons Icons Functions

To save a file.

To print current file.

To check for page orientation before the document gets printed.

To check spelling, grammar and writing style.

To remove selected word or sentence from the document.

To copy selected word or sentence from the document.

To paste content from the clipboard.

To reverse the last command. Shortcut key for undo is "Ctrl + Z"
 78

To redo last command. Shortcut key for Redo is "Ctrl + Y"

To set borders to content.

To insert a single table or more tables as required into the document.

To change number of columns in the document.

To change font color.

To change font style.

 79

Page Setup

• Parameters defined by the user help in determining how a printed page will appear.
• Those parameters include everything from size, margins, page orientation, and quality
of print. Page setup options are usually available in "Page Layout" menu.
• Unless you open an existing document, Word always opens a blank document using
the present formatting defaults.
• You can use these defaults or customize the setting for features such as Margins,
Paper Size, And Layout Through The Page Setup Option.
• To change settings, click page setup menu.
• Margins icon will be displayed in page setup window.
• Click on any of the up or down arrows to increase the top, bottom, left or right margins
as per your requirement.
• You can also set the position of header and footer.
• To change the orientation of a page, choose either landscape or portrait.
• By clicking the respective icons, you can also make paper source and layout changes
under layout, you can also set margins for headers and footers.
 80

Print Preview

• This option is used to view the page or make adjustments before any
document gets printed.
• By using print preview, you can discover any errors that may exist in the
document or fix the layout before printing, which can save ink/toner and
paper.
• For printing, you may specify the number of copies you want and the
pages you want.
• Shortcut key for printing is "Alt + F and Press W and then V" or Ctrl + P.
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Printing of Documents

• To print a document, choose File → print.

• Here all the pages of a document will be selected by default.
• To print specific pages that are not in sequence, use comma (,) to
separate page numbers.
• To print a selected text inside the document, highlight the area in
document that you want to print and choose File → print from menu bar.
• When print window opens, click on radio button to select printer and click
ok.
• To print multiple pages on a page, choose the number of pages to print on
one page from the ‘Settings’ of print window. Then click ok.
• Shortcut key is "Alt + F → Press W and then P".
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Text Creation and Manipulation

• There are several kinds of word documents, such as blank documents that starts from
scratch, templates, web pages, reports, etc.
• A template is helpful in reusing format of a document.
• Manipulation of text includes cut, copy, paste, or moving text to any location.

Document Creation

• Click start → All programs → Microsoft Office → Click Microsoft Office 2013 →
Word 2013. Word will open a blank document.
• Another way to create a document is to choose File → New from the menu bar and
select the document type. Press Ctrl + N on the keyboard. This menu allows you to
open a blank document, a template or an existing document.
• To enter text in blank document, just start typing. The blinking I-Beam (Cursor),
positioned at the top of window, will show exactly where your text begins. As you type,
word will automatically wrap text to the next line. If you have finished typing on a line
and would like to move to the next blank line, press enter.
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Editing Text

• Modifying existing text in an old document or entering new text in an

existing document is known as editing of the text.
• Editing text can be done by three options: "Find", "Replace", "Select".
o Find → To find a word in a document.
o Replace → To replace existing word with a new word.
o Select → To select a word or sentence.
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Text Selection

• Document is built up by typing one character at a time. While editing and

formatting, words, lines, paragraphs, or sometimes the whole document
can be selected.
• Once a part of text in a document is selected, changes can be made to
that text.
• The selected text can be moved, copied and changed to italic, bold or
underline.
• Font and color of the text can also be changed.
• Both mouse and keyboard can be used to select the text.
• Using mouse, text can be selected by either double-clicking or by clicking
and dragging.
• Using keyboard, text can be selected by pressing the shift key + arrow
keys.
• To select the entire page, use shortcut, "Ctrl + A".
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Cut, Copy and Paste

In this section, we shall learn how to use cut, copy and paste functions in Word.

Cut

• Deleting unnecessary data from a document is called cutting.

• In Microsoft Word, you can cut text from one area of a document and
paste that text anywhere in the document.
• After you cut the text, it gets stored in the clipboard.
• If you want to cut any text or word from a document, it is advisable to
highlight the word first.
• To cut, Right Click → Cut.
• The shortcut key is "Ctrl + X".
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Copy

• Copy option can be used when we need to retype the same text as it
reduces time and effort.
• By using copy option, you can copy the text from one location to another.
• Information stored on the clipboard stays there until new information is
either cut or copied.
• Each time you use cut or copy, you replace the old information on the
clipboard with the information you just cut or copied.
• To copy, Right Click → Copy.
• The shortcut key is "Ctrl + C".
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Paste

• Select your text and then copy it..

• Use mouse to move the cursor to desired position to paste the copied text.
• Click paste to insert the copied text in its new place.
• You can paste clipboard information as often as you like.
• To paste, Right Click → Paste.
• The shortcut key is "Ctrl + V".
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Font and Size selection

• To change size of font in the file or document, first select the text you want
to change.
• If you want to select all the text from document, click "Ctrl + A"
• From home menu, click font size option.
• You can also change style of the font using "Font Style" feature.
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Alignment of Text

• You can align text to Left, Right, Center and Justify.

• By default, the content always appears to the left side of document.
• Alignment can be done by using mouse or keyboard shortcuts.
• For center alignment, click to "center align" icon or use shortcut key "Ctrl
+ E".
• For right alignment, click to "right align" icon or use shortcut key "Ctrl + R".
• For left alignment, click to "left align" icon or use shortcut key "Ctrl + L"
• If you click on "justify" it will align with respect to both left and right
margins. The shortcut key used here is "Ctrl + J".
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Formatting Text

• A font refers to set of characteristics that characters of Word support.

• The process of formatting a document includes controlling the appearance
of text and layout of text on page.
• Character formatting includes settings that control attributes of individual
text character such as Fonts, Font Size And Type Style.
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Paragraph Indenting

• Indentation improves the readability of document.

• Options for indentation includes Left, Right, Center And Justify.
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Bullets
and

Numbering

• Bullets and numbering are used to list important points and messages.
• When a document is in the form of long paragraphs, reader may not be
able to quickly notice important points or message. Bullets and numbering
emphasize lists of things.
• To list points or topics in a document, bullets are used.
• Numbered list works well for directions or other points.
• While typing a document, details should be given step-by-step for easy
understanding. MS Word’s feature "Bullets and Numbering" fulfils this
purpose.
• You can either use the word defaults for bullets and numbers or can
define your own list.
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Changing Case

We usually type content of documents in different forms such as Lower case,

Upper case, Sentence case, etc.

• Sentence Case → First character of the sentence is capitalized.

• Lower Case → Entire selected text will change to small letters.
• Upper Case → Entire selected text will change to capital letters.
• Title Case → First character of each word begins with a capital letter.
• Toggle Case → It changes lowercase to uppercase and vice-versa.
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Table Manipulation

Manipulation of table includes drawing a table, changing cell width and height,
alignment of text in the cell, deletion/insertion of rows and columns, and borders
and shading.

Draw Table

Tables can be easily inserted at any point of the document. A table is a simple
way to arrange lengthy lists. You can use tables to format all parts of your
documents into rows and columns. Rows and columns can be added or deleted
either at the beginning, end or in the middle of table. For inserting a table, simply
click on "Tables" icon on Insert menu. Tables can be formatted to any size, and
number of rows and columns can be added as per requirement. Table formatting
toolbar contains numerous icons which can be used for different functions related
to tables. Spin arrows in the columns and rows help to select a row or a column.
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Changing cell width and height

• When we create a table, all columns may have equal width or may have
different widths depending upon the usage.
• If you want to change column widths, "Ruler" or table properties from the
table menu can be used.
• By using "Ruler" you may change the row border and size.
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Alignment of Text in a cell

• Select one or more cells in table, and click table layout menu.
• Under Alignment, click Align, and then select corresponding option.
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Delete/Insertion of Row and Column

For inserting rows and columns into an existing table, position cursor either
before or after the spot where you want to insert.

Right-click mouse button to → Insert/Delete.

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Inserting a column to the right

After finishing the table, in case you need to insert a column on the right-hand
side of a particular column in the table, you may use the following steps −

• Place cursor where you want to insert a column in the table.

• Right-click on mouse button → Insert column to right.
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Insert rows above

After finishing the table, in case you want to insert a row in the top of a particular
row in table you may use the following steps −

• Place cursor where you want to insert a row in the table.

• Right-click on the mouse button → Insert row above.
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Insert rows below

After finishing the table, in case you want to insert a row in the bottom of a
particular row in the table, you may use the following steps −

• Place cursor where you want to insert a row in the table.

• Right-click mouse button → Insert row below.
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Delete Column

If you want to delete particular columns in a table, use the following steps −

• Select the column which you want to delete.

• Right-click mouse button → delete cells → delete column.
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Delete Rows

If you want to delete particular rows in a table, use the following steps −

• Select the row which you want to delete.

• Right-click Mouse Button → Delete Cells → Delete Row.
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Border and Shading

• Borders and shading is used to decorate a text.

• Select the text for which you need to apply borders or shading.
• Click home menu.
• Move to borders and shading icon.
• From the open window, select border style, width you want and click ok
button.
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CHAPTER 5: PRESENTATION SOFTWARE

Learning Outcomes:

● Identify the screen elements and functions

● Create a slide show for a specific communication purpose

● Present the created slide show

Introduction

This module will introduce you to an in-depth discussion of the following lessons:

1. Screen Elements
2. Creating, Formatting and Editing
3. Design Layouts and Templates
4. Animations and Transitions
5. Importing Objects
6. Do’s and Don’ts of PowerPoint Presentation
7. Creating of Slides, Inserting of Animation, Audio and Video

Lesson 1
Screen Elements
PowerPoint's many features can be overwhelming to new presenters As you work
with the program, it can be useful to create a list of the PowerPoint elements you use
most often Consider the operations you perform in PowerPoint, as well as the content
and data that those operations impact A benefit of listing PowerPoint's elements is that
you can concentrate on learning one element at a time Here’s a sample element list that
you can use as a template for making your own: PowerPoint’s user interface, slides,
content, formatting, and presentation playback
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User Interface
The most visible element of PowerPoint is its user interface—the screens, dialog boxes, buttons,
panes, and other parts of the application window The biggest part of the interface is the pane for
creating and editing slides The toolbar, called the Ribbon, is another big chunk of the application
window Unlike versions of PowerPoint older than 2003, the Ribbon's tabs may change depending
on the command you’re running For example, if you insert an arrow shape on a slide, the Ribbon
will display a new tab: "Drawing Tools" This tab is filled with previously unavailable commands for
formatting the arrow

Slides
The slide is the PowerPoint element on which you insert text, graphics, audio, video, and
animations You can create new slides by pressing “Ctrl-M” or by clicking “New Slide” on the Home
tab Delete slides by selecting them in PowerPoint‘s left pane and then pressing the “Delete” key
Arrange slides by dragging them in the slide thumbnail pane Change slide dimensions by clicking
the "Page Setup” button on the Design tab

Content
PowerPoint's content types include static text and graphics, audio, video, and animation created
inside PowerPoint itself Most of the commands for creating content are on the Insert tab For
example, the Media Clips group has a "Movie" option for importing videos Use the Animation tab
for creating new animations, such as entrance and exit effects on a slide's graphics and text

Formatting
Formatting commands are the PowerPoint element with which you decorate the content on your
slides The Home tab, for example, has many of the same formatting commands as Microsoft
Word, including character-level tools such as "Bold," and paragraph-level tools that include "Align
Text Left" Another tab, "Design," has a group of commands called Themes that let you apply font
and color changes to all of the slides in your presentation at once

Presentation Playback
The final slide presentation will be the only PowerPoint element that your audience sees, if you’ve
saved the presentation with the extension PPSX In that case, clicking the PPSX file brings up the
presentation directly, and not the PowerPoint interface you used to create the presentation But if
you’ve saved the presentation with the PPTX extension, the PowerPoint interface will appear—if
PowerPoint is installed on the computer Computers without the main PowerPoint application can
still run PowerPoint presentations by using Microsoft's free PowerPoint viewer
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Lesson 2
Creating, Formatting and Editing

PowerPoint offers a host of tools that will aid you in creating a presentation These tools
are organized logically into various ribbons in PowerPoint The table below describes the various
commands you can access from the different menus
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Menu Category Ribbon Commands

Home Clipboard functions, manipulating slides, fonts, paragraph

settings, drawing objects and editing functions

Insert Insert tables, pictures, images, shapes, charts, special

texts, multimedia and symbols

Design Slide setup, slide orientation, presentation themes and

background

Transitions Commands related to slide transitions

Animations Commands related to animation within the individual slides

Slide Show Commands related to slideshow set up and previews

Review Proofing content, language selection, comments and

comparing presentations

View Commands related to presentation views, Master slides,

color settings and window arrangements

Besides these depending on the objects selected in the slide, there are other menu tabs that get
enabled

No. Application of Presentations Concepts & Description

Using Powerpoint
1 Microsoft PowerPoint is one of the powerful tools of MS-Office, which helps in
creating and designing presentations

Creation of Presentation
A presentation is made up of number of slides that are displayed in a
2
sequence. Each slide has sub-topics and different content related to the given
topic.

Preparation of slides
3 Preparation of slides involves inserting a word table, excel worksheet, adding
clip art pictures and inserting other objects
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Providing Aesthetics
4 This feature helps our Powerpoint presentation to look more attractive and
interesting.

Program Example
5 Here will create a simple presentation with at least 5 slides to introduce a friend
and include audio in slides.

Presentation of Slides
6 Presentation of Slides has the feature like Viewing a presentation, choosing a
set up for presentation, Printing slides etc

Slide Show
7 Slide Show view of the presentation is used to display content of presentation
to the audience. Editing is not possible in the Slide Show view.
Using Powerpoint

You can create a new presentation by choosing File → New → Presentation.

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Opening an existing PowerPoint presentation

To open an existing PowerPoint, select File → Open → Recent Presentations

→ and select the presentation you want to open.
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Saving a presentation

• To save a presentation, click on "File" menu and choose "Save" option.

• Every presentation will be saved by default as presentation1, presentation2,
presentation3 and so on.
• To change the default save location, select Save As → Computer → Browse.
• Click on the browse option to see a window where you can select desired
location to save the file.
• To rename the presentation, simply add desired name in the 'File Name' tag.
Click on 'Save'.
• MS PowerPoint saves files with the extension (.ppt).
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Creation of Presentation

A presentation is made up of number of slides that are displayed in a sequence. Each

slide has sub-topics and different content related to the given topic.

Creating a presentation using a template

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A template is a presentation that has a pre-defined theme and format. Templates are
readily available design structures. There are two types of templates: design and
content templates. A design template automatically gives final look of your presentation.
The content template is used to include text and graphics.

To create a presentation using template, select File → New → and select desired
template.
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Creating a Blank Presentation

• A blank presentation has no pre-formatted designs or colors. Every required

element in the presentation has to be created or inserted specifically by the user.
• To create a blank presentation, select File → New → Blank presentation.
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Entering and editing text

• To enter text in a slide, insert a new slide.

• A slide has two sections −
o Click to add the title.
o Click to add the subtitle.
• In 'Click to add title' box, delete the text and include desired heading.
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• In 'Click to add subtitle' box, delete the text and add sub heading.
• Editing text refers to the changing of text size, style, color, indentation, etc.

Inserting and deleting slides in a presentation

To create a new slide, follow the below steps −

o Go to Home → New Slide or

o Insert → New Slide or
o Right Click over the slide → select New Slide.
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• Shortcut key to create a new slide is Ctrl + M.

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To delete a slide, go to the corresponding slide and right click on it to select Delete slide
option.
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Customizing a Presentation
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• Customizing a presentation can be done using Custom Slide Show options.

• PowerPoint allows you to start Slide Show from the current slide and also
provides option to hide some slides.
• To customize a Slide Show, Choose Slide Show → Custom Slide Show→
New.
• Under existing slides, select slides you want to add to your Slide Show.
• Hold down shift to select a range of slides, or Ctrl to select non continuous slides.
• Here you can change the order of the slides in your Custom Slide Show by
dragging and dropping the slides under selected slides.
• Click ok button.
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Providing Aesthetics

This feature helps our Powerpoint presentation to look more attractive and interesting.

Enhancing text presentation

Enhancing text can be done by altering font style, font color, font size, and using font
case options.

Font Color

• Enhancing text can be done using "font color" from "Home" menu.
• The text will be displayed in the color you have selected.
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Font Style

• Enhancing text can be done using "Font Style" from "Home" menu.
• You can change font styles of the text by selecting from the list of options in the
drop down menu.
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Font Size

• To increase or decrease the font size, use "font size" option from "Home" menu.
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Highlight Text

• To enhance the text style, you may select either bold or italic.
• You can also highlight your text using the underline option or text shadow.
• Shortcut key for underline is "Ctrl + U".
• Shortcut key for bold is "Ctrl + B".
• Shortcut key for italic is "Ctrl + I".
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Font Case

You can highlight the text by changing it to upper, lower or mixed case.
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Working with color and line-style

Draw shapes and fill color, follow the below steps −

• To draw a shape, right click and select Fill option.

• Fill with the desired color.
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Background color

Giving background color to PowerPoint image makes the presentation more appealing
and beautiful. To apply background, go to Design menu and select Color option.
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Line Style

• A line is termed as a connector between two points.

• In order to insert a line in your presentation, go to Home → Shapes and select
the desired line style.
• Now you can draw line on the slide pane.
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Adding movie and sound

• To insert a movie or audio in a slide, go to Insert video or audio options and

select audio or video file you want.
• The inserted audio or video file will be displayed in your slide.
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• To play a video or audio file in the presentation, follow the steps below.
o Open the slide that contains the video or audio file.

o Click play from playback menu.

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• You can also use playback menu to explore options such as: Play Full Screen,
Hide While Not Playing, Loop, etc., as well as adjust volume or mute playback of
the file.

• Current playback position in the file is indicated on horizontal slider.

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• Use the vertical slider to adjust the playback volume.

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• Video files provide zoom-in feature which can be selected from "View" menu.
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• PowerPoint enables to see the preview of audio or video files.

• To preview the file, go to Animations → Preview.
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Presentation of Slides

Viewing a presentation

• Viewing pane is very similar to other application windows.

• It has a menu bar at top of the window which displays toolbar with shortcut icons
for the most frequently used options.
• Status bar at bottom of the screen displays the status information, such as
number of slides, current slide, word count, etc.
• Middle pane displays slides in the presentation, as you can see this section
contains three panes.
• The panel on the left displays a thumbnail image of the slide and allows you to
rename, delete or rearrange them.
• The panel in the center allows you to view the slide presentation.
• The panel on the right displays formatting options for the selected object.
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Choosing a set up for presentation

• In order to select set up for presentation, go to Slide Show and select set up
Slide Show option.
• In the window displayed, make the changes accordingly and save the changes
by clicking "ok" button.
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Printing slides and handouts

• To print the slide, click File → Print.

• Print preview option helps to preview the page before you print it.
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Creating and Printing Handouts

• Handouts are the printed form of presentation.

• If you want to provide handouts, go to File → Print.
• Handouts contain both individual slides and space for notes. These are very
helpful presentation aids.
• Click handout master in view menu to preview the handout.
• Choose a layout to specify how many slides are to be printed on a single sheet of
paper.
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Slide Show

Slide Show view of the presentation is used to display content of presentation to the
audience.

Editing is not possible in the Slide Show view.

Running a Slide Show

• To start the Slide Show from the first slide, click on "From Beginning" icon from
Slide Show menu.
• To start the Slide Show from the current slide, click on "From Current Slide" icon
from Slide Show menu.
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Transition and slide timings

First, we will learn the Transition feature −

• Click on "Transition" menu and select "Transition style" from the listed options.
• You can click on the arrow key to expand the gallery and check all the options
available.
• To apply transition on the slide, double click on desired option.
• Press "shift + F5" from keyboard to switch to full-screen mode.
• To exit full-screen, press Esc key.
• You can edit selected transitions by using "Effect Option" from "Transition" menu
and select option from the list.
• You can preview all the changes by clicking on preview icon in the top left side of
screen.
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Automating a Slide Show

Automation of Slide Show can be done in two ways.

Using transition settings

• Select each slide and go to transition menu and select transition type for each
slide and run the presentation by pressing "F5" key.
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Using Rehearse Timing

• Open the presentation in which the timing has to be set.

• Go to Slide Show menu → Rehearse Timing.
• Press F5 to run the slide. When the Slide Show starts, you can find the rehearsal
toolbar at the top left corner of window.
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• Move to the next slide manually to record timing and press 'yes' button to record
the time.
• Now, if you run your Slide Show, you can notice that it runs automatically with the
time intervals you have saved.

Changing Slide Order

• To change order of the slides, click on "Slide Sorter" in the "View" menu.
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• In this mode, all slides in the presentation are displayed as thumbnails.

• Click on the slide you want to move and drag it with the mouse to the desired
position.
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CHAPTER 6 SPREADSHEETS

Learning Outcomes:

● Identify the excel worksheet

● Create a worksheet with a chart

● Print the created worksheet

Introduction

This module will introduce you to an in-depth discussion of the following lessons:

1. Screen Elements
2. Creating a Worksheet
3. Creating a Formulas, Functions and Formatting
4. Inserting Graphics
5. Page Setup and Printing
6. Charting
Lesson 1
Screen Elements

Spreadsheet Basic Elements with Purposes and usage in Excel

Purpose and Usage of Spreadsheet

Spreadsheet is a computer program used to enter, analyze, and calculate data for record keeping
It store and presents data in rows and columns Data can easily be entered, modified and deleted
from it It performs mathematical calculations and projections based on data entered Common
spreadsheet includes analysis, charting, and budgeting, etc
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Purpose of Spreadsheet

Spreadsheets are used in different fields for variety of purposes like accounting,
budgeting, charting/graphing, financial analysis and scientific applications, etc
Spreadsheet is used in:
● Store and maintain data in a tabular form
● Manipulate and calculate data by using various functions and formulas
● Perform complex mathematical calculations
● Recalculate formula automatically whenever a value is changed or modified
● Create charts/graphics to represent data
● Process and displayed needed information by sorting and filtering entries according to
● established criteria

Spreadsheet Software—–Excel

Excel is one of the popular and commonly used spreadsheet software Excel can be used
from home to professional level to perform calculations on data, creating mailing lists and creating
budgets, etc
Excel is an electronic spreadsheet program that can be used for sorting, organizing and
manipulating data Excel screen in the form of a rectangular table or grid of rows and columns The
horizontal rows are identified by numbers (1, 2, 3 …) and vertical columns with alphabets (A, B,
C or AA, AB, etc)

Workbook and Worksheet

Workbook

A workbook is a file created by Excel spreadsheet application Excel workbook consists of

spreadsheet ‘pages’; each of which can include separate data MS Excel 2007 Workbook is stored
with extension ‘xlsx’ One workbook may contain many worksheets

Worksheet

Worksheet (also known as a spreadsheet) is a single page in workbook It is a collection

of cells on a single “sheet” where user keeps and manipulates the data Worksheets in a workbook
can be accessed by the sheet tabs located at the left corner of Excel window By default there are
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provided in a workbook to enter data More worksheets can be added as and when required in a
workbook

Basic Elements of Worksheet

The following are the basic elements of a worksheet

1 Columns

Columns in a worksheet are arranged vertically They are identified by alphabets in the columns
header from A to Z, AA, AB, AC, to XFD

2 Rows

Rows are arranged horizontally in a worksheet They are identified by numbers in the row header
(1, 2, 3, 4…)

3 Cell

The intersection of rows and column in a worksheet is called cell Cell is the basic unit in the
worksheet where user can enter data, function or formula The active cell is the cell which is
currently selected It can be identified by the black border around it, or by its cell address in the
Name Box In Fig C6 cell is active
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4 Cell Address or Cell Reference

Cell Address or Cell Reference identities the location of a cell or group of cells in the worksheet
It consists of the column of letter and now number that intersect at the cell’s location Cell
references are used in formula, functions, charts, and other Excel commands

5 Cell Range

Selecting more than one cell is known as a cell range Two cell references are used for a range
of cells separated by a colon (:) which tells Excel to include all the cells between the start and end
points

Lesson 2

Creating a Worksheet

Method1

Creating a Basic Spreadsheet

1. Open Microsoft Excel You'll find it in the Start menu (Windows) or in the Applications
folder (macOS) The app will open to a screen that allows you to create or select a
document
● If you don't have a paid version of Microsoft Office, you can use the free online version
at https://wwwofficecom to create a basic spreadsheet You'll just need to sign in with
your Microsoft account and click Excel in the row of icons

2. Click Blank workbook to create a new workbook A workbook is the name of the
document that contains your spreadsheet(s) This creates a blank spreadsheet
called Sheet1, which you'll see on the tab at the bottom of the sheet
● When you make more complex spreadsheets, you can add another sheet by
clicking + next to the first sheet Use the bottom tabs to switch between spreadsheets
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3. Familiarize yourself with the spreadsheet's layout The first thing you'll notice is that
the spreadsheet contains hundreds of rectangular cells organized into vertical columns
and horizontal rows Some important things to note about this layout:
● All rows are labeled with numbers along the side of the spreadsheet, while the columns
are labeled with letters along the top
● Each cell has an address consisting of the column letter followed by the row number
For example, the address of the cell in the first column (A), first row (1) is A1 The
address of the cell in column B row 3 is B3

4. Enter some data Click any cell one time and start typing immediately When you're
finished with that cell, press the Tab ↹ key to move to the next cell in the row, or
the ↵ Enter key to the next cell in the column
● Notice that as you type into the cell, the content also appears in the bar that runs across
the top of the spreadsheet This bar is called the Formula Bar and is useful for when
entering long strings of data and/or formulas[1]
● To edit a cell that already has data, double-click it to bring back the cursor Alternatively,
you can click the cell once and make your changes in the formula bar
● To delete the data from one cell, click the cell once, and then press Del This returns the
cell to a blank one without messing up the data in other rows or columns To delete
multiple cell values at once, press Ctrl (PC) or ⌘ Cmd (Mac) as you click each cell you
want to delete, and then press Del
● To add a new blank column between existing columns, right-click the letter above the
column after where you'd like the new one to appear, and then click Insert on the
context menu
● To add a new blank row between existing rows, right-click the row number for the
row after the desired location, and then click Insert on the menu

5. Check out the functions available for advanced uses One of the most useful features
of Excel is its ability to look up data and perform calculations based on mathematical
formulas Each formula you create contains an Excel function, which is the "action" you're
performing Formulas always begin with an equal (=) sign followed by the function name
(eg, =SUM, =LOOKUP, =SIN) After that, the parameters should be entered between a set
of parentheses () Follow these steps to get an idea of the type of functions you can use in
Excel:
● Click the Formulas tab at the top of the screen You'll notice several icons in the toolbar
at the top of the application in the panel labeled "Function Library" Once you know how
the different functions work, you can easily browse the library using those icons
● Click the Insert Function icon, which also displays an fx It should be the first icon on
the bar This opens the Insert Function panel, which allows you to search for what you
want to do or browse by category
● Select a category from the "Or select a category" menu The default category is "Most
Recently Used" For example, to see the math functions, you might select Math & Trig
 188

● Click any function in the "Select a function" panel to view its syntax, as well as a
description of what the function does For more info on a function, click the Help on this
function
● Click Cancel when you're done browsing
● To learn more about entering formulas, see How to Type Formulas in Microsoft Excel

6. Save your file when you're finished editing To save the file, click the File menu at the
top-left corner, and then select Save As Depending on your version of Excel, you'll usually
have the option to save the file to your computer or OneDrive
● Now that you've gotten the hang of the basics, check out the "Creating a Home
Inventory from Scratch" method to see this information put into practice

Method2

Creating a Home Inventory from Scratch

1.Open Microsoft Excel You'll find it in the Start menu (Windows) or in the Applications folder
(macOS) The app will open to a screen that allows you to create or open a workbook
2. Name your columns Let's say we're making a list of items in our home In addition to listing
what the item is, we might want to record which room it's in and its make/model We'll reserve row
1 for column headers so our data is clearly labeled [2]
● Click cell A1 and type Item We'll list each item in this column
● Click cell B1 and type Location This is where we'll enter which room the item is in
● Click cell C1 and type Make/Model We'll list the item's model and manufacturer in this
column

3. Enter your items on each row Now that our columns are labeled, entering our data into the
rows should be simple Each item should get its own row, and each bit of information should get
its own cell
● For example, if you're listening the Apple HD monitor in your office, you may type HD
monitor into A2 (in the Item column), Office into B2 (in the Location column), and Apple
Cinema 30-inch M9179LL into B3 (the Make/Model column)
● List additional items on the rows below If you need to delete a cell, just click it once and
press Del
● To remove an entire row or column, right-click the letter or number and select Delete
● You've probably noticed that if you type too much text in a cell it'll overlap into the next
column You can fix this by resizing the columns to fit the text Position the cursor on the
line between the column letters (above row 1) so the cursor turns into two arrows, and
then double-click that line
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4. Turn the column headers into drop-down menus Let's say you've listed hundreds of items
throughout your home but only want to view those stored in your office Click the 1 at the beginning
of row 1 to select the whole row, and then do the following:
● Click the Data tab at the top of Excel
● Click Filter (the funnel icon) in the toolbar Small arrows now appear on each column
header
● Click the Location drop-down menu (in B1) to open the filter menu
● Since we just want to see items in the office, check the box next to "Office" and remove
the other checkmarks
● Click OK Now you'll only see items the selected room You can do this with any column
and any data type
● To restore all items, click the menu again and check "Select All" and then OK to restore
all items

5.Click the Page Layout tab to customize the spreadsheet Now that you've entered your data,
you may want to customize the colors, fonts, and lines Here are some ideas for doing so:
● Select the cells you want to format You can select an entire row by clicking its number,
or an whole column by clicking its letter Hold Ctrl (PC) or Cmd (Mac) to select more
than one column or row at a time
● Click Colors in the "Themes" area of the toolbar to view and select color theme
● Click the Fonts menu to browse for and select a font

6.Save your document When you've reached a good stopping point, you can save the
spreadsheet by clicking the File menu at the top-left corner and selecting Save As

Method3

Creating a Monthly Budget from a Template

1.Open Microsoft Excel You'll find it in the Start menu (Windows) or in the Applications folder
(macOS) The app will open to a screen that allows you to create or open a workbook
● This method covers using a built-in Excel template to create a list of your expenses
There are hundreds of templates available for different types of spreadsheets To see a
list of all official templates, visit https://templatesofficecom/en-us/templates-for-excel

2.Search for the "Simple Monthly Budget" template This is a free official Microsoft template
that makes it easy to calculate your budget for the month You can find it by typing Simple Monthly
Budget into the search bar at the top and pressing ↵ Enter in most versions
3.Select the Simple Monthly Budget template and click Create This creates a new
spreadsheet from a pre-formatted template
● You may have to click Download instead
 190

4.Click the Monthly Income tab to enter your income(s) You'll notice there are three tabs
(Summary, Monthly Income, and Monthly Expenses) at the bottom of the workbook You'll be
clicking the second tab Let's say you get income from two companies called wikiHow and Acme:
● Double-click the Income 1 cell to bring up the cursor Erase the content of the cell and
type wikiHow
● Double-click the Income 2 cell, erase the contents, and type Acme
● Enter your monthly income from wikiHow into the first cell under the "Amount" header
(the one that says "2500" by default) Do the same with your monthly income from
"Acme" in the cell just below
● If you don't have any other income, you can click the other cells (for "Other" and "$250")
and press Del to clear them
● You can also add more income sources and amounts in the rows below those that
already exist

5.Click the Monthly Expenses tab to enter your expenses It's the third tab at the bottom of the
workbook Those there are expenses and amounts already filled in, you can double-click any cell
to change its value
● For example, let's say your rent is $795/month Double-click the pre-filled amount of
"$800," erase it, and then type 795
● Let’s say you don't have any student loan payments to make You can just click the
amount next to "Student Loans" in the "Amount" column ($50) and press Del on your
keyboard to clear it Do the same for all other expenses
● You can delete an entire row by right-clicking the row number and selecting Delete
● To insert a new row, right-click the row number below where you want it to appear, and
then select Insert
● Make sure there are no extra amounts that you don't actually have to pay in the
"Amounts" column, as they'll be automatically factored into your budget

6.Click the Summary tab to visualize your budget Once you've entered your data, the chart
on this tab will automatically update to reflect your income vs your expenses
● If the info doesn't calculate automatically, press F9 on the keyboard
● Any changes you make to the Monthly Income and Monthly Expenses tabs will affect
what you see in your Summary
7.Save your document When you've reached a good stopping point, you can save the
spreadsheet by clicking the File menu at the top-left corner and selecting Save As
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Lesson 3

Creating a Formulas, Functions and Formatting

Top of Form
Bottom of Form

In this lesson, we introduce you to basic rules for creating formulas and using functions We feel
one of the best ways to learn is through practice, so we provide several examples and explain
them in detail The topics we will cover include:

● rows and columns

● example math function: SUM()
● operators
● operator precedence
● example financial function: PMT(), loan payment
● using a “string” function (“string” is shorthand for “string of text”) inside a formula and nesting
functions

Formulas are a mixture of “functions,” “operators,” and “operands” Before we write a few formulas,
we need to create a function but before we can create a function, we first need to understand row
and column notation

Rows and Columns

To understand how to write formulas and functions, you need to know about rows and columns

Rows run horizontally and columns run vertically To remember which is which, think of a column
holding up a roof – columns go up-down and thus rows go left-right
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Columns are labeled by letters; rows by numbers The first cell in the spreadsheet is A1 meaning
column A, row 1 The columns are labeled A-Z When the alphabet runs outs, Excel places another
letter in front: AA, AB, AC… AZ, BA, BC, BC, etc

Example: Function Sum()

Now let’s demonstrate how to use a function

You use functions by typing them directly in or using the function wizard The function wizard
opens when you either pick a function from the “Formulas” menu from the “Function Library”
Otherwise, you can type = in a cell and a handy drop-down menu will allow you to pick a function

The wizard tells you what arguments you need to provide for each function It also provides a link
to online instructions if you need help understanding what the function does and how to use it For
example, if you type =sum into a cell, the in-line wizard shows you what arguments are required
for the SUM function

When you type a function, the wizard is inline or right at your fingers When you select a function
from the “Formulas” menu, the wizard is a pop-up box Here is the pop-up wizard for the SUM()
function
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For our first function, let’s use SUM(), which adds a list of numbers

Suppose we have this spreadsheet to contain plans for budgeting your family’s vacation:

To calculate the total costs you could write =b2+b3+b4+b5 but it’s easier to use the SUM() function

In Excel, look for the symbol Σ at the top left-hand corner of the Excel screen to find the AutoSum
button (mathematicians use the Greek letter Σ for adding a series of numbers)
 194

If the cursor is below the family budget numbers, Excel is smart enough to know that you want to
sum the list of numbers above where you placed the cursor, so it highlights the numbers

Press “enter” to accept the range selected by Excel or use the cursor to change which cells are
selected

If you look at what Excel put into the spreadsheet you can see that it wrote this function:
 195

In this formula, Excel sums the numbers from B2 to B9 Note, we left some room below row 5 so
that you could add to the family vacation budget – the cost will certainly go up as the kids list of
what they want to do and where they want to go grows longer!

Math functions do not work with letters, so if you put letters into the column the result is shown as
“#NAME?” as shown below

#NAME? indicates that there is some kind of error It could be any number of things including:

● bad cell reference

● using letters in math functions
● omitting required arguments
● spelling function name wrong
● illegal math operations like division by 0

The easiest way to select the arguments in a calculation is to use the mouse You can add to or
remove from the list of arguments to the function by enlarging or making smaller the box that
Excel draws when you move the mouse or click in another cell

We have clicked on the top of the square drawn by Excel to take “airline tickets” out of the budget
You can see the cross-hair symbol that you can draw to make the selected range larger or smaller
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Press “enter” to confirm the results

Calculation Operators

There are two types of operators: math and comparison

Math Operator Definition

+ addition

– subtraction, or negation, eg, 6 * -1 = -6

* multiplication

/ division

% percent

^ exponent, eg 24 = 2 ^ 4 = 2 * 2 * 2 * 2 =16
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Comparison Operator Definition

= equals, eg, 2=4 or “b” = “b”

> greater than, eg, 4 > 2 or “b” > “a”

< less than, eg, 2 < 4 or “a” < “b”

greater than or equal to – another way to think of this is >=

>=
means either > or =

<= less than or equal to

<> not equal to, eg, 4<>6

There are other operators not related to mathematics like “&” which means concatenate (join end-
to-end) two strings For example, =“Excel” & “ is Fun” equals “Excel is Fun”

Now we look at comparison operators

As you can see above, comparison operators work with numbers and text

Note, if you enter =”a”>”b” into a cell it will say “FALSE” since “a” is not greater than “b” “b” comes
after “a” in the alphabet, so “a” > “b” or “b” > “a”

Operator Order Precedence

Order precedence is an idea from mathematics Excel has to follow the same rules as mathematics
This topic is more complicated, so take a breath and let’s dive in

When parentheses are used, they override the normal rules of precedence This
( and )
means that Excel will do this calculation first We explain this further below

– Negation, eg, -1 This is the same as multiplying a number by -1 -4 = 4 * (-1)

% Percent, means multiply by 100 Eg, 0003 = 03%

^ Exponent, eg, 10 ^ 2 = 100

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Multiply and divide How can two operators have the same precedence? It just
* and / means that if a formula has two more operators with the same precedence, then
the calculation is done left to right

+ and – Addition and subtraction

Order precedence means the order in which the computer calculates the answer As we explained
in Lesson 1, the area of a circle is πr2, which is the same as π * r * r It is

not (πr)2

So you have to understand the order precedence when you write a formula

Generally, you can say this:

1. Excel first evaluates items in parentheses working inside out

2. It then uses the order precedence rules of mathematics
3. When two items have the same precedence, Excel works left to right

The precedence of math operators is shown below, in descending order

There are other precedence rules related to strings and reference operators For the moment, we
will just stick with what we just covered Now, let’s look at some examples

Example: Calculating the area of a circle

The area of a circle is =PI() * radius ^ 2

Looking at the table above we see that exponents comes before multiplication So the computer
first calculates radius ^ 2 and then it multiples that result by Pi

Example: Calculating a raise in salary

Let’s say your boss decides you’re doing a great job and he or she is going to give you a 10%
raise! How would you calculate your new salary?

First, remember that multiplication comes before addition

Is it =salary + salary * 10% or is it =salary + (salary * 10%)?

Suppose your salary is $100 With a 10% raise, your new salary will be:

= 100 + 100 * 10% = 100 + 10 = 110

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You can also write it like this:

=100 + (100 * 10%) = 100 + 10 = 110

In the second case, we have make the order of precedence explicit by using parentheses
Remember that parentheses are evaluated before any other operation

By the way, the easier way to write this is = salary * 110%

Parentheses can be nested inside one another So, when we write (3 + (4 * 2)), working from
inside to outside, first calculates 4 * 2 = 8, then add 3 + 8 to get 11

A few more examples

Here is another example: = 4 * 3 / 2 What is the answer?

We see from the rules in the table above that * and / have equal precedence So Excel works from
left to right, 4 * 3 = 12 first, then divides that by 2 to get 6

Again you could make that explicit by writing = (4 * 3) / 2

What about = 4 + 3 * 2?

The computer sees both * and + operators So following the rules of precedence (multiplication
comes before addition) it calculates 3 * 2 = 6 first, then adds 4 to get 10

If you wanted to change the order of precedence you would write = (4 + 3) * 2 = 14

What about this one = -1 ^ 3?

Then answer is -3 because the computer calculated = (-1) ^ 3 = -1 * -1 * -1 = -1

Remember that negative times negative is positive and a negative times a positive is negative
You can see this like this (-1 * -1) * -1 = 1 * -1 = -1

So there’s a few examples of mathematical order and precedence, we hope that helps clear a
few things about how Excel performs calculations (and that’s probably enough math to last a
lifetime for some of you)

Example: Function Loan Payment (PMT)

Let’s look at an example to calculate a loan payment

Start by creating a new worksheet

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Format the numbers with dollar signs and use zero decimal places since we are not interested in
cents right now because they do not matter much when you are talking about dollars (in the next
chapter we explore how to format numbers in detail) For example, to format the interest rate, right-
click on the cell and click “format cells” Pick percentage and use 2 decimal places

Similarly, format the other cells for “currency” instead of percentage and pick “number” for the
loan term

Now we have:
 201

Add the SUM() function to “total” monthly expenses

Note, the mortgage cell is not included in the total Excel does not know that you want to include
that number, since there is no value there So be careful to extend the SUM() function to the top
either by using the cursor or typing E2 where it says E3 to include the mortgage in the sum

Put the cursor in the payment cell (B4)

On the Formulas menu select the drop-down “Financial” and then select the PMT function The
wizard pops up:
 202

Use the cursor to select the “rate”,“nper” (loan term), “Pv” (“present value” or loan amount) Notice
that you have to divide the interest rate by 12 since interest is calculated monthly Also you need
to multiply the loan term in years by 12 to get the loan term in months Press “OK” to save the
result in the spreadsheet

Notice that the payment is shown as a negative number: -101337062 To make it positive and add
it to the monthly expenses, point to the mortgage cell (E2) Type “=-” then use the cursor to point
to the payment field The resulting formula is =-B4

Now the spreadsheet looks like this:

 203

Your monthly expenses are $1,863 – Ouch!

Example: Text Function

Here we demonstrate how to use functions inside a formula and text functions

Suppose you have a list of students as shown below The first and last name is in one field
separated by a comma We need to put the last and firm names into separate cells How do we do
this?

To tackle this problem you need to use an algorithm – ie, a step-by-step procedure for doing this

For example, look at “Washington, George” The procedure to split that into two words would be:

1. Calculate the length of the string

2. Find the position of the comma (this shows where one word ends and the other begins)
3. Copy the left-hand side of the string up until the comma
4. Copy the right-hand side of the string from the comma to the end

Let’s discuss how to do this with “George Washington” step-by-step in Excel

1. Calculate the length of the string with the function =LEN(A3) – the result is 18
2. Now find the position of the comma by entering this function =FIND(“,”,A3”) – the result is 11
 204

3. Now take the left-hand side of the string up until the comma and create this nested formula using
the result from Step 1: =LEFT(A3,FIND(“,”,A3)-1) Note, we have to subtract 1 from the length
because FIND gives the position of the comma

Here is what that all looks like when all the functions are placed together in a formula In cell B3,
you can see this formula takes all the information from cell A3 and inputs “Washington” into it

So we have “Washington,” now we need to get “George” How do we do this?

Note, that we could have saved the result from Step 1 in a cell by itself, say, B6, then write a
simpler formula =LEFT(A3,B6-1) But that uses up one cell for the intermittent step

1. Remember the position of the comma or calculate it again

2. Calculate the length of the string
3. Count the characters from the end of the string to the comma

Take the number of characters from Step 3 and subtract one to omit the comma and space

Let’s do this step-by-step

1. From above, this is =FIND(“,”,A3”)

2. The length of the string is =LEN(A3)
3. You will need to use some math to find the number of characters to take: =LEN(A3) –
FIND(“,”,A3) – 1
4. The right-hand side of the string we want is =RIGHT(A3,LEN(A3) – FIND(“,”,A3) – 1)

Your spreadsheet should now look similar to the screenshot below We copied the formulas as
text into the bottom of the spreadsheet to make it easier to read and see
 205

That one was a little difficult but you only need to write these formulas once

Format Based on Cell Type

As you probably know, Excel spreadsheets can contain a variety of data ranging from simple text
to complex formulas These spreadsheets can become complex and used in important decisions

Formatting Excel spreadsheets isn't just about making them "pretty" It's about using the built-in
styles to add meaning A spreadsheet user should be able to glance at a cell and understand it
without having to look at each and every formula

Above all, styles should be applied consistently One idea is to use yellow shading each time
you're using a calculation This helps the user know that the cell's value could change based upon
other cells

Let's learn more about the tools you can use to add meaning to your spreadsheet

Advertisement

How to Use Elements of Style

When you're thinking about styling a spreadsheet, it helps to know the tools that you can use to
add style Basically, what tools change the look of a spreadsheet? Let's walk through how to use
some of the most popular styling tools

1 Use Bold, Italic, and Underline

These are the most basic tweaks that you can use, and you've probably seen them in practically
every app with text editing, like Microsoft Word or Apple Pages
 206

To apply any of these effects, simply highlight the cells that you want to apply the effects to, and
then click on the icons on the Font section of the Home tab

You probably already know what these three tools do, but how should you use them in a
spreadsheet? Here are some ideas on how you can apply those styles:

● Bold Draw attention to key cells using bold formatting Apply bold to totals, key
assumptions in your math, and conclusion cells
● Italic I like to use this style for notes or any text that should be less obvious, or build to a
larger subtotal
● Underline Adding an underline is ideal for a summary cell, like a subtotal or conclusion

In the example below, you can see a simple financial statement for a freelancer, before and after
I apply basic formatting The combination of bold, italic, and underline effects really make the
information more readable

The combination of bold, italic, and underline text makes this example spreadsheet easier to read

2 Apply Borders

Borders help to segment your data and wall it off from other sections of data in your spreadsheet
Excel's border tool can apply a variety of borders, but is a bit tricky to get started with

First, start off by highlighting the cells that you want to apply a border to Then, find
the Borders dropdown menu and choose one of the built-in styles
 207

There are a variety of built-in border options from the "Borders" dropdown
As you can see from the dropdown options, there are many options for applying borders Simply
click on one of these border options to apply it to cells

One of my favorite border styles is the Top and Double Bottom Border style This is ideal
particularly for financial data when you've got a "grand total"

Another option is to change the weight and color of the border With the bordered cells selected,
return to the Borders dropdown menu The Line Color and Line Style settings can be used to
tweak the style of borders
 208

Adding the top and double bottom border to my total is a great way to bring attention to those
cells
Thick borders are ideal for setting a boundary for header columns, or the subtotal at the bottom
of your data

3 Use Shading

Shading, also often called fill, is simply a color that you apply to the background of a cell To shade
a cell, click and highlight any cells that you want to add shading too

Then, click the arrow next to the paint bucket dropdown on the Font tab on the Home ribbon You
can pick from one of the many color thumbnails to apply it to a cell I also will frequently use
the More Colors option to open a fully-featured color selection tool Light shades are best to keep
text readable

Shading key rows really brings some much-needed contrast to data

Again, you can highlight key data using shading As I mentioned earlier, one idea is to use a
consistent fill based on the contents of the cell, such as blue for any "input" fields where you
manually type data

Don't overdo it with shading With too many of these applied to your cells, it distracts from the
content that's stored inside the spreadsheet
 209

4 Change Alignment

Alignment refers to the way that the content in a cell is aligned to the edges You can left align,
center, or right align text By default, content is left aligned in a cell When you've got large data
sets, you might want to tweak alignment to enhance readability

One common tweak that I make is putting text on the left edge of a cell, while numeric amounts
should be right-aligned Also, column headers look great when they're centered up at the top

Alignment helps to make a spreadsheet look much neater, such as centering column headers
and right aligning numbers
Change alignment using the three alignment buttons on the Alignment tab on
Excel's Home ribbon You can also align content vertically, adjusting if the content aligns to the
top, middle, or bottom of the cell

How to Use Built-in Cell Styles

One of my favorite ways to style a spreadsheet rapidly is to use some of the built-in styles that
Excel has On the Home tab, click on the Cell Styles dropdown to apply one of the built-in styles
to a cell
 210

The built-in styles are the best way to create Excel formatting quickly
Using these pre-built styles is a major time savings versus designing them from scratch Use these
as a way to take a shortcut to a more meaningful spreadsheet

How to Achieve Faster Excel Formatting in Excel with Format Painter

Who wants to recreate Excel cell styles over and over again? Instead of recreating the wheel for
each cell, you can use the Format Painter to pick up formatting and apply it to other cells
 211

In the bottom screenshot, I've format painted the "Sales Team Review" section onto the
"Marketing Team Review" section to paint the same style
Start off by clicking in the cell that has the format that you want to copy Then, find the Format
Painter tool on the Home tab on Excel's ribbon Click on the Format Painter, then click on the
cell that you want to apply the same style to
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MICROSOFT EXCEL
How to Use the Excel Format Painter in 60 Seconds
Andrew Childress

How to Turn Off Gridlines

As you probably already know, a spreadsheet is made up of rows and columns Rows are ruled
by horizontal lines and have numbers next to them Columns are split with vertical lines and have
letters at the top to refer to them

Where rows and columns meet, cells are formed Cells have names for which row and column
they intersect For example, where row 4 and column B meet is called B4
 213

Gridlines in Excel are one of the defining features of a spreadsheet They make it easy to follow
data across the screen into a cell These lines are imaginary and only visible on screen However,
you might want to turn off gridlines for a stylistic effect

On the right side, you can see that summary tables are a bit easier to read when you turn off the
spreadsheet's gridlines

Print with Gridlines

What if you wanted to show gridlines throughout the spreadsheet when you print it? Instead of
having to manually add borders to each and every cell, you can simply print your workbook and
include those gridlines

To turn on gridlines when printing, start by going to the Print option Then, click on Page Setup to
open the settings

On the Sheet tab, tick the box labeled Gridlines to include gridlines when you print your Excel
workbook
 214

On the Page Setup box, tick Gridlines to add them to your printed copy
Keep in mind that this option will certainly use more ink when printing However, it also might make
it easier to read your printed spreadsheet

How to Format Excel Data as Table

One of my favorite ways to style a dataset quickly is to use the Format as Table dropdown option
With just a couple of clicks, you can transform a few rows and columns into a structured data
table

You can convert flat data into a table with the Format as Table option on the Home tab of Excel's
ribbon
This feature works best when you already have data in a set of rows and columns and want to
apply a uniform style It's a combination of style and functionality, as tables add other features like
automatic filtering buttons

Learn more about why tables are a great feature in the tutorial below:
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MICROSOFT EXCEL
How To Make & Use Tables In Microsoft Excel
How to Use Conditional Formatting in Excel

What if the format for a cell could change based on the data that's inside of it? This feature is built
into Excel and is called Conditional Formatting It's easier to get started with than you may think

Imagine using Conditional Formatting to highlight the top and bottom values in your cells It makes
it easy to visually scan your data and look for key indicators

Conditional formatting in Excel can really make it easy to visually scan a set of data and look for
trends
Conditional Formatting is best used with numerical data To get started, simply highlight a column
of data and make sure that you're on the Home tab on Excel's ribbon

There are a number of styles that you can choose from the Conditional Formatting dropdown
menu Each of these applies a different style of Excel formatting to your cells, but each will adapt
based on the cells that you've highlighted
 216

There are a variety of conditional formatting styles, including icons that will adjust based on the data

Lesson 4

Inserting Graphics

How to Insert Pictures from Graphics Files

In Excel , you can insert digital photos or scanned images that are saved as graphics files into
your worksheets Adding pictures to an Excel spreadsheet can create a calming effect, especially
if the spreadhseet is delivering bad news

1On the Insert tab, click the Picture button in the Illustrations group

The Insert Picture dialog box appears

2Locate and select the picture file you want to import

Select an item in the File types list if you want to view only certain picture file types

3Click the Insert button

The selected picture appears in the worksheet

4Move and resize the image as needed

Click and drag inside the picture to move it into place, and click and drag the circular resizing
handles to change the size of the picture You can also rotate the image by clicking and dragging
the green rotation handle above the image
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Lesson 5

Page Setup and Printing

How to print Excel spreadsheet

For starters, we will provide high-level instructions on how to print in Excel And then, we will have
a closer look at the most important and useful features
To print an Excel worksheet, this is what you need to do:
1. In your worksheet, click File > Print or press Ctrl + P This will get you to the Print
Preview window
2. In the Copies box, enter the number of copies you want to get
3. Under Printer, choose which printer to use
4. Under Settings, specify exactly what to print and configure the page margins, orientation,
paper size, etc
5. Click the Print button
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Choose what to print: selection, sheet or entire workbook

To tell Excel which data and objects should be included in the printout, under Settings, click the
arrow next to Print Active Sheets, and choose one of these options:
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Below you will find a brief explanation of each setting shown in the screenshot above and how to
correctly use them

Print selection / range

To print only a specific range of cells, highlight it on the sheet, and then choose Print Selection
To select non-adjacent cells or ranges, hold the Ctrl key while selecting

Print entire sheet(s)

To print the entire sheet that you currently have open, pick Print Active Sheets
To print multiple sheets, click on the sheet tabs while holding the Ctrl key, and then choose Print
Active Sheets

Print entire workbook

To print all sheets in the current workbook, select Print Entire Workbook

Print Excel table

To print out an Excel table, click any cell within your table, and then choose Print Selected Table
This option appears only when the table or its part is selected

How to print the same range in multiple sheets

When working with identically structured worksheets, such as invoices or sales reports, you will
obvious want to print the same rage in all the sheets Here's the fastest way to do this:
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1. Open the first sheet and select the range to print

2. While holding the Ctrl key, click on other sheet tabs to be printed To select adjacent sheets,
click the first sheet tab, hold the Shift key and click the last sheet tab

3. Click Ctrl + P and choose Print Selection in the drop-down list right under Settings
4. Click the Print button
Tip To make sure Excel is going to print the data you want, check the number of pages at the
bottom the Preview section If you selected just one range per sheet, the number of pages should
match the number of selected sheets If two or more ranges are selected, each will be printed on
a separate page, so you multiply the number of sheets by the number of ranges For full control,
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use the right and left arrows to go through each printable page preview

Tip To set the print area in multiple sheets, you can use these Print Area macros

How to print Excel spreadsheet on one page

By default, Excel prints sheets at their actual size So, the bigger your worksheet, the more pages
it will take To print an Excel sheet on one page, choose one of the following Scaling options that
reside at the end of the Settings section in the Print Preview window:

● Fit Sheet on One Page – this will shrink the sheet so that it fits on one page
● Fit All Columns on One Page – this will print all the columns on one page while the rows may be
split across several pages
● Fit All Rows on One Page – this will print all the rows on one page, but the columns may extend
to multiple pages
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To remove scaling, choose No Scaling in the list of options

Please be very careful when printing on one page – in a huge sheet, your printout may become
unreadable To check how much scaling will actually be used, click Custom Scaling
Options… This will open the Page Setup dialog box, where you look at the number in the Adjust
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to box:

If the Adjust To number is low, a printed copy will be difficult to read In this case, the following
adjustments might be useful:

● Change page orientation The default Portrait orientation works well for worksheets that have
more rows than columns If your sheet has more columns than rows, change the page orientation
to Landscape
● Adjust margins The smaller the margins, the more room there will be for your data
● Specify the number of pages To print an Excel spreadsheet on a predefined number of pages,
on the Page tab of the Page Setup dialog, under Scaling, enter the number of pages in both Fit
to boxes (wide and tall) Please note that using this option will ignore any manual page breaks

Print to file – save the output for later use

Print to File is one of the most rarely used Excel print features underestimated by many In short,
this option saves output to a file instead of sending it to a printer
Why would you want to print to file? To save time when additional printed copies of the same
document are needed The idea is that you configure the print settings (margins, orientation, page
breaks, etc) only once and save the output to a pdf document Next time you need a hard copy,
simply open that pdf file and hit Print
Let's have a look at how that works:
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1. On the Page Layout tab, configure the required print settings and press Ctrl + P
2. In the Print Preview window, open the Printer drop-down list, and select Print to File
3. Click the Print button
4. Choose where to save a png file containing the output

Print preview in Excel

It's always a good idea to preview outputs before printing to avoid unexpected results There are
a couple of ways to access print preview in Excel:

● Click File > Print

● Press the print preview shortcut Ctrl + P or Ctrl + F2

Excel Print Preview is an extremely helpful tool in terms of saving your paper, ink and nerves It
not only shows exactly how your worksheets will look on paper, but also allows making certain
changes directly in the preview window:
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● To preview the next and previous pages, use the right and left arrows at the bottom of
the window or type the page number in the box and hit Enter The arrows only appear when a
selected sheet or range contains more than one printed page of data
● To display page margins, click the Show Margins button in the bottom-right corner To make the
margins wider or narrower, simply drag them using the mouse You can also adjust the column
width by dragging the handles at the top or bottom of the print preview window
● Though Excel Print Preview does not have a zoom slider, you can use a common shortcut Ctrl +
scroll wheel to do a little zooming To get back to the original size, click the Zoom to Page button
in the lower-right corner

To exit Print Preview and return to your worksheet, click the arrow in the top-left corner of
the Print Preview window

Excel print options and features

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The most frequently used print settings are available in the Print Preview window discussed above
Even more options are provided on the Page Layout tab of the Excel ribbon:

Apart from configuring page margins and paper size, here you can insert and remove page
breaks, set print area, hide and show gridlines, specify the rows and columns to repeat on each
printed page, and more
Advanced options for which there is no space on the ribbon are available in the Page
Setup dialog box To open it, click the dialog launcher in the Page Setup group on the Page
Layout tab

Note The Page Setup dialog box can also be opened from the Print Preview window In this case,
some of the options, for example Print area or Rows to repeat at top, may be disabled To enable
these features, open the Page Setup dialog from the Page Layout tab

Excel print area

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To ensure that Excel prints a specific part of your spreadsheet and not all the data, set the print
area Here's how:
1. Select one or more ranges that you want to print
2. On the Page Layout tab, in the Page Setup group, click Print Area > Set Print Area

The Print Area setting is saved when you save the workbook So, whenever you print this
particular sheet, a hard copy will only include the print area
For more information, please see How to set print area in Excel

How to add a print button to Excel Quick Access Toolbar

If you frequently print in Excel, it may be convenient to have the Print command on the Quick
Access Toolbar For this, just do the following:
1. Click the Customize Quick Access Toolbar button (the down arrow at the far-right of the Quick
Access toolbar)
2. In the list of the displayed commands, select Print Preview and Print Done!
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How to insert page breaks in Excel

When printing a huge spreadsheet, you can control how the data is split over multiple pages by
inserting page breaks Here's how it works:
1. Click on the row or column that you want to move to a new page
2. On the Page Layout tab, in the Page Setup group, click Breaks > Insert Page Break
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A page break is inserted To visually see what data falls on different pages, switch to the View tab
and enable Page Break Preview

If you'd like to change the position of a certain page break, move it wherever you want by
dragging the break line
For more information, please see How to insert and remove page breaks in Excel

How to print formulas in Excel

To get Excel to print formulas instead of their calculated results, you just need to show formula in
a worksheet, and then print it as usual
To have it done, switch to the Formulas tab, and click the Show Formulas button in the Formula
Auditing group

How to print a chart in Excel

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To print only a chart without worksheet data, select the chart of interest and press Ctrl + P In
the Print Preview window, you will see a chart preview on the right and the Print Selected
Chart option selected under Settings If the preview looks as desired, click Print; otherwise adjust
the settings:

Tips and notes:

● To print all the contents of a sheet including the chart, press Ctrl + P without selecting anything
on the sheet, and make sure the Print Active Sheets option is chosen under Settings
● It's not possible to adjust the scaling of a chart in the Print Preview window If you wish the printed
chart to fit the full page, resize your graph to make it bigger

How to print gridlines in Excel

By default, all worksheets are printed without gridlines If you want to print Excel spreadsheet with
lines between your cells, here's what you need to do:
1. Switch to the Page Layout tab
2. in the Sheet Options group, under Gridlines, check the Print box
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What to change the printed gridlines color? The detailed instructions can be found in How to make
Excel print gridlines

How to print titles in Excel

In a multi-page Excel sheet, understanding what this or that data means can be tricky The Print
Titles feature lets you show the column and row headers on every printed page, which will make
reading a printed copy a lot easier
To repeat header row or header column on every printed page, carry out these steps:
1. On the Page Layout tab, in the Page Setup group, click Print Titles
2. On the Sheet tab of the Page Setup dialog box, under Print titles, specify which rows to repeat
at top and/or which columns to repeat at left
3. When done, click OK
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For more information, please see How to print row and column headers on every page

How to print comments in Excel

In case your notes are no less important than the spreadsheet data, you may want to get
comments on paper too For this, do the following:
1. On the Page Layout tab, in the Page Setup group, click the dialog launcher (a small arrow in
the lower-right corner of a group)
2. In the Page Setup window, switch to the Sheet tab, click the arrow next to Comments and
choose how you want them printed: