SHARJAH INDIAN SCHOOL, JUWAIZA

GRDAE XII TCA

L4- MS Power Point
PowerPoint (PPT) is a powerful, easy-to-use presentation graphics software program that allows you
to create professional-looking electronic slide shows.

• The program was created in a software company named Forethought, Inc. by Robert Gaskins
and Dennis Austin.

• It was released on April 20, 1987, and after 3 months of its creation, it was acquired by
Microsoft.

• The first version of this program, when introduced by Microsoft was MS PowerPoint 2.0
(1990).

• It is a presentation-based program that uses graphics, videos, etc. to make a presentation more
interactive and interesting.

• The file extension of a saved Powerpoint presentation is “.ppt”.

• A PowerPoint presentation comprising slides and other features is also known as PPT.

Uses of PowerPoint Presentation

PowerPoint presentations are useful for both personal and professional usage. Given below are a few
of the major fields where PPT is extremely useful:

• Education – With e-learning and smart classes being chosen as a common mode of education
today, PowerPoint presentations can help in making education more interactive and attract
students towards the modified version of studying.

• Marketing – In the field of marketing, PowerPoint presentations can be extremely important.

Using graphs and charts, numbers can be shown more evidently and clearly, which may be
ignored by the viewer if being read.

• Business – To invite investors or to show the increase or decrease in profits, MS PowerPoint

can be used.
 • Creating Resumes – Digital resumes can be formed using MS PowerPoint. Different
patterns, photographs, etc. can be added to the resume.

• Depicting Growth – Since both graphics and text can be added in a presentation, depicting
the growth of a company, business, student’s marks, etc. is easier using PPT.

Features of MS PowerPoint

There are multiple features that are available in MS PowerPoint which can customize and optimize a
presentation.

• Slide Layout

Multiple options and layouts are available based on which a presentation can be created. This option
is available under the “Home” section and one can select from the multiple layout options provided.

• Insert – Clipart, Video, Audio, etc.

Under the “Insert” category, multiple options are available where one can choose what feature they
want to insert in their presentation. This may include images, audio, video, header, footer, symbols,
shapes, etc.

• Slide Design

MS PowerPoint has various themes using which background colour and designs or textures can be
added to a slide. This makes the presentation more colourful and attracts the attention of the people
looking at it.

• Animations

During the slide show, the slides appear on the screen one after the other. In case, one wants to add
some animations to the way in which a slide presents itself, they can refer to the “Animations”
category.

Apart from all these options; font size, font style, font colour, word art, date and time, etc. can also be
added to a PPT.
PowerPoint 2010 ─ Exploring Windows

File Tab:

This tab opens the Backstage view which basically allows you to manage the file and
settings in PowerPoint. You can save presentations, open existing ones, and create new
presentations based on blank or predefined templates. The other file related operations
can also be executed from this view.

Ribbon
The ribbon contains two components:

• Tabs: They appear across the top of the Ribbon and contain groups of related
commands. Home, Insert, Page Layout are examples of ribbon tabs.
 Groups: They organize related commands; each group name appears below the
group on the Ribbon. For example, a group of commands related to fonts or a group
of commands related to alignment, etc.

Title Bar:

This is the top section of the window. It shows the name of the file followed by the name
of the program which in this case is Microsoft PowerPoint.

Slide Area:

This is the area where the actual slide is created and edited. You can add, edit and delete
text, images, shapes and multimedia in this section.

Help
The Help Icon can be used to get PowerPoint related help anytime you need. Clicking on the "?"
opens the PowerPoint Help window where you have a list of common topics to browse from. You can
also search for specific topics from the search bar at the top.

Zoom Options
The zoom control lets you zoom in for a closer look at your text.

Slide Views
The group of four buttons is located to the left of the Zoom control, near the bottom of the screen,
which lets you switch between PowerPoint views.

• Normal Layout view: This displays the page in normal view with the slide on the right and
a list of thumbnails to the left. This view allows you to edit individual slides.
• Slide Sorter view: This displays all the slides as a matrix. This view only allows
you to rearrange the slides but not edit the contents of each slide.
• Reading View: This view is like a slideshow with access to the Windows taskbar
in case you need to switch windows. However, like the slideshow, you cannot edit
anything in this view.

Quick Access Toolbar

The Quick Access Toolbar is located just under the ribbon. This toolbar offers a convenient
place to group the most used commands in PowerPoint. You can customize this toolbar to suit your
needs.
Slide Tab
This section is available only in the Normal view. It displays all the slides in sequence. You
can add, delete and reorder slides from this section.

PowerPoint 2010 ─ Creating Presentation

PowerPoint offers a host of tools that will aid you in creating a presentation. These tools
are organized logically into various ribbons in PowerPoint

Menu Category Ribbon Commands

Clipboard functions, manipulating slides, fonts, paragraph

Home
settings, drawing objects and editing functions

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

Insert
multimedia and symbols

Slide setup, slide orientation, presentation themes and

Design
background

Transitions Commands related to slide transitions

Animations Commands related to animation within the individual slides

Slideshow Commands related to slideshow set up and previews

Proofing content, language selection, comments and

Review comparing
presentations

Commands related to presentation views, Master slides,

View color
settings and window arrangements

Answer in brief :
1. What is the difference between a presentation and a slide?

A presentation is a set of slides that you present to people in a group while each page of a PowerPoint
presentation is called a slide.
2. What is the difference between animation and transition?
Transitions – A transition is the normal motions that happen as you move through one slide to the
other in the slide show vision.

Animations – The movement in either path of the slide of the elements of a presentation, including
text, photographs, charts, and so on., is called Animation.

3.) What is a slide show in a PowerPoint presentation?

When all the slides of a PowerPoint presentation are set in series and then presented to a group of
people, where each slide appears one after the other, is a set pattern, this is known as a PowerPoint
slide show.

Or

A slide show (slideshow) is a presentation of a series of still images (slides) on a projection screen or
electronic display device, typically in a prearranged sequence. The changes may be automatic and at
regular intervals or they may be manually controlled by a presenter or the viewer.

4) What elements can be added to a slide?

1. Clip Art
2. Graphs
3. Tables
4. Photographs
5. Charts
6. Media Clips
7. Videos

5. Explain slide master.

The slide master is a template for the entire presentation. Changes made in the slide master will
change the formatting of all the slides in the presentation.

Select View tab→Presentation Views group →Slide Master. The Slide Master tab appears. Select
the top Master Slide, edit the background, background styles, slide titles, slide animation, etc.

6. List the various options available for printing a PowerPoint presentation.

• Slides – print a slide in a page.
• Handouts – prints the number of slides specified by user in a page.
• Notes Page – prints the slides and the speaker notes.
• Outline View – prints the outline of the presentation.
 SHARJAH INDIAN SCHOOL, JUWAIZA
Grade XII Typography and Computer Application
Important points
POWERPOINT
• Creating a Presentation: Select Office button→New→Select Blank Presentation→
Click Create
• Viewing Slides: View tab→Presentation View Group
1. Normal View It is the default view where one can write and design a presentation. It
has four working areas: Outline tab, Slides tab, Slide pane, and Notes pane.
▪ In the Outline tab it displays small images called thumbnails.
▪ Slides tab shows all the text on the slides.
▪ The slide pane shows the currently selected slide.
▪ Notes pane is used for entering notes about the current slide.
2. Slide Sorter View
It displays the thumbnails of all the slides in the presentation. It allows you to
sort, move, add, and delete slides easily.
3. Notes Page
It displays a page layout of the notes and the slide. It allows us to rearrange the
notes and compare them to the content of the slide.
4. Slide Show View
It displays the presentation from the beginning with animation.
• Adding a Slide: Select Home Tab→Slides Group→New Slide.
• Changing Slide layout: Select Home Tab→Slides Group→Layout.

• Adding Text: Home Tab→Drawing Group→Text box

or Insert Tab→Text Group→Text box.
• Adding WordArt: Select Insert tab→Text group→WordArt.
• Adding Shapes, Image and ClipArt: Insert tab→Illustrations group→Shapes/ Picture/
Clip Art
• Adding Theme to Slide: Select Design tab→Themes group→Select the theme.
• Changing the Background: Design tab→Background group→Background Styles
• Slide Master
The slide master is a template for the entire presentation. Changes made in the slide
master will change the formatting of all the slides in the presentation.
Select View tab→Presentation Views group→Slide Master.
• Animation Effects for Objects: Choose the object→Animation
tab→Animations→Choose Animation
• Slide Transition: Slide transitions are the animation effects that occur between slides.
Select the Animations tab→Transition to this slide→Select the transition from the list.
• Set Up Slide Show
This option allows you to set preferences for how the slide show will be presented. The
options include Whether the show will run automatically or will be presented by a
speaker.
• The looping options.
• Narration options.
• Monitor resolutions.
• Record Narration.
• Rehearse Timings
Use rehearse timings to rehearse the presentation to see whether it fits within a time
frame. On Slide Show tab→Set Up group→Rehearse Timings.
• 4 Print options are:
• Slides – print a slide in a page.
• Handouts – prints the number of slides specified by user in a page.
• Notes Page – prints the slides and the speaker notes.
• Outline View – prints the outline of the presentation.
• Different groups/types of shapes in PowerPoint
Basic Shapes: These include simple geometric shapes such as rectangles, circles, triangles, lines,
arrows, and stars.
Block Arrows: These are arrows with a block-style head, often used for annotations or to
indicate direction.
Equation Shapes: These shapes are designed specifically for mathematical equations and
symbols.
Flowchart: This category includes shapes commonly used in flowcharts, such as decision
diamonds, process rectangles, and connectors.
Stars and Banners: These shapes consist of various star designs and banner shapes, often used
for decorative purposes or to draw attention to text.
Callouts: Callout shapes are speech bubble-like shapes used for annotations or comments,
typically pointing to specific areas of the document.
Lines: This option allows you to insert different types of lines, including straight lines, curved
lines, and lines with arrows.
Mouse action: This tool allows you to different actions to your mouse or touchpad.
Recently Used Shapes: Word also provides a section displaying shapes that you've recently used,
making it easier to access frequently used shapes.
 LESSON 4: POWER POINT REVISION WORKSHEET

• ________________________________________________ can be used to create and

organize slide shows, speaker notes, and handouts.

• ___________________________ View is the default view where one can write and

design a presentation.

• The ______________________ tab, _______________________ tab,

____________________________ pane, and _________________________ pane are the

four working areas in Normal View

• The Outline tab displays small images called ________________________.

• The _____________________ tab shows all the text on the slides.

• The slide pane shows the _______________________________________ slide.

• The _________________________ pane is used for entering notes about the current

slide.

• _______________________________________ View displays the thumbnails of all the

slides in the presentation which allows you to sort, move, add, and delete slides easily.
• __________________________________ View displays the presentation from the

beginning with animation.

• The _________________________________ is a template for the entire presentation.

• Changes made in the _____________________________________________________

will change the formatting of all the slides in the presentation.

• _________________________________________ are the animation effects that occur

between slides.

• _______________________________________________ option allows to set

preferences for how the slide show will be presented.

• Use ________________________________ timings to rehearse the presentation to see

whether it fits within a time frame.

• Various print options

• ______________________________ – print a slide on a page.

• ______________________________ – prints the number of slides specified by the user

on a page.

• __________________________________________ – prints the slides and the speaker notes.

• ___________________________________________ – prints the outline of the presentation.

POWER POINT SHORTCUT KEYS

Insert a new slide. Ctrl+M

Go to the next slide. Page down
Go to the previous slide. Page up
Open a presentation. Ctrl+O
Close a presentation. Ctrl+D
Create new presentation. Ctrl+N
start the slideshow from the current slide Shift+F5
Start the slide show. F5
End the slide show. Esc
Print a presentation. Ctrl+P

Abbreviations

B2B : Business to Business

B2C : Business to Consumer
C2B : Consumer to Business
C2C : Consumer to Consumer
E-Commerce : Electronic Commerce
ISP : Internet Service Provider
RAM : Random Access Memory
P.A : Personal Assistant
P.S : Personal Secretary
PC : Personal Computer
LC : Letter of Credit
EDI : Electronic Data Interchange
EDP : Electronic Data Processing
HTTPS: Hypertext Transfer Protocol Secure (HTTPS)
POP: Post Office Protocol
SMTP : Simple Mail Transfer Protocol
IMAP: Internet Message Access Protocol
DMARC : Domain-based Message Authentication, Reporting and Conformance
 SHARJAH INDIAN SCHOOL, JUWAIZA
GRDAE XII TCA
L3-MS EXCEL
MS- Excel 2007 is a Windows-based application package. It provides powerful tools and features
that can be used to analyze, share, and manage your data with ease. It is used for accounting,
budgeting, financial analysis, scientific applications, and other work with figures. It performs a
detailed analysis of numerical data. The analysis is done by defining formulas to perform calculations
on a set of data, and link different worksheets, and presenting data in the form of graphs. It
automatically recalculates the result of mathematical formulas if the source data changes.

An Excel file is made up of Worksheets, which collectively are called a Workbook. Worksheets
are pages within a workbook and can contain data or be blank. Worksheets can contain
information and work independently of each other or can be linked together to form a workbook.
Each worksheet contains horizontal rows and vertical columns. The maximum number of rows is
18,278 (A to ZZZ) columns and 1,048,576 rows. The intersection of a row and column is a cell.
Starting Excel
Select Start->All Programs->Microsoft OfficeMicrosoft Excel commands from the menu bar.
Excel Window
Excel Ribbon
1. Office button: The button is used to open, save and print the document. Option available are
New, Open, Save, Save as, Print, Prepare, Send, Publish, Close.
2. Quick Access Toolbar: Save, Undo, redo, and the toolbar is completely customizable.
3. Tabs: Home, Insert, Page Layout, Formulas, Data, Review, View.
4. Group: Each tab has a number of groups. Groups have number of options.
5. Dialog box launcher.
Data Entry
Various kinds of data can be entered in a cell.
1. Numbers: Numbers are from the entire range of numeric values: whole numbers (example
25), decimals (example, 25.67) and scientific notation (example,0.2567E+2). Excel displays
scientific notation automatically if a number is entered that is too long to be viewed in its
entirety in a cell. Number signs (# # # # # #) can be seen when a cell entry is too long.
Widening the column will allow to read the number.
2. Text: Select the cell in which data has to be entered and type the text. Press ENTER key to
finish text entry. The text is displayed in the active cell as well as in the Formula bar. If numbers are
to be treated as text use an apostrophe (‘) as the first character. Calculations
cannot be done with this kind of data entry.
3. Date and Time: When dates and times are entered in a cell, Excel converts these entries into
serial numbers and kept as background information. However, the dates and times will
be displayed on the worksheet in a format selected.
4. Data in Series: Fill a range of cells either with the same value or with a series of values with
the help of AutoFill.
Page Setup
1. Margins: Change the top, bottom, left, and right margins under the Margins.
2. Orientation: To select the orientation of the page Landscape or Portrait.
3. Size: Set the paper size to be printed
Selecting Cells

Data can be edited in any of the following ways:

1. Select the cell containing data to be edited. Press F2. Use the Backspace key and erase
the wrong entry. Retype the correct entry.
2. Select the cell and simply retype the correct entry.
3. If the contents of the cell is to be cleared, select the cell and press the Delete key.
To get back the previous entry, either click on Undo button on the Standard Toolbar or
select the Edit→Undo command or use keyboard shortcuts CTRL+Z.
Adding Worksheets, Rows, and Columns
1. Worksheets: Add a worksheet to a workbook by selecting Home tab→Cells group Click
Insert→Insert Worksheet.
2. Row: To add a row to a worksheet, select Home tab→Cells group Click Insert→Insert
Sheet Rows.
3. Column: Add a column by selecting Home tab→Cells group Click Insert→Insert Sheet
Columns
Resizing Rows and Columns
The two methods to resize rows and columns are :
1. Resize a row by dragging the line below the label of the row to be resized.
Resize a column in a similar manner by dragging the line to the right of the label
corresponding to the column to be resized.
2. Click the row or column label and select Home tab→Cells group Click Format→Row
Height or select Home tab→Cells group Click Format→Column Width
Freeze panes to lock specific rows or columns
On the worksheet, perform one of the following
• To lock both rows and columns, click the cell below and to the right of where the split
has to appear.
• To lock rows, select the row below where the split is to appear.
• To lock columns, select the column to the right of where the split is to be
appeared.
On the View tab, in the Window group, click Freeze Panes, and then the option. When one freezes
panes, the Freeze Panes option changes to Unfreeze Panes so that one can
unlock frozen rows or columns.
Find and Replace Data, Autofill
• To locate a number or text that is already typed in the worksheet, select Home tab→Editing
group click Find & Select Option→find.
• Data can also be located and replaced with new data with Home tab→Editing group Click Find
& Select option→Replace.
• Autofill is used to fill automatically ie., fill a series of numbers, numbers and text combinations,
dates or time periods, based on the pattern established.
Formatting Cells
Select Home tab→Alignment group. Format Cells dialog box opens.
 • Number Tab
The data type can be selected from the options on this tab. Select the range and click on one of
the Category, apply that style to numbers.
➢ Select General if the cell contains text and number and it does not have any specific
number format.
➢ If Number Category is selected numbers can be represented as integers, decimals
with number of decimals as option etc.
➢ Date and Time: Used to change the date format and the time format.
• Alignment Tab
The tab gives text alignment options (allow to change the position and alignment of the data with the
cell).
• Font Tab
All the font attributes are displayed in this tab including font face, size, style, and effects. The
Format Cells dialog box offers options bold, italic, and underline for cell entries.
• Border Tab
In the Format Cells dialog box, in the Border option, the size and style of the border can be changed.

Formatting Rows and Columns

For formatting columns and rows AutoFit Selection feature can also be used. It adjusts a column’s
width or a row’s height according to the widest entry of a column or the tallest height of a row.
Select the Home tab→Cells group, click Format→AutoFit Row Height or AutoFit Column Width.
It adjusts the width of the column according to the widest entry in that column and increases the
height of the row(s) to accommodate the tallest character in a row.
Hide
Hiding column(s) or row(s) will help to prevent unwanted changes.
To hide a column:
1. Select the column to hide by clicking on the column header.
2. Select Home tab→Cells group, click Format→Visibility→Hide & Unhide option. Select any
of the three options Hide Rows, Hide Columns, and Hide Sheet.
Unhide
To unhide the column:
1. Select the visible range of columns that includes the hidden column(s).
2. Select the Home tab→Cells group, click Format→Visibility→Hide & Unhide option. Select any
of the three options Unhide Rows, Unhide Columns, and Unhide Sheet.

Formatting Text
The formatted text has control codes indicating the fonts, bold or italic type, margins, indents,
columns, tabs, headers and footers, and other attributes.
1. Merge & Center: Select the cells. On the Ribbon, select the Home tab → in the Alignment
group → click Merge & Center.
2. Basic Style Changes: On the Ribbon, select the Home tab →in the Font group →
select B for Bold, I for italics, and U for Underline.
3. Background Colour: Select the cells. On the Ribbon, select the Home tab →in the Font
Group→click Fill Colour (down arrow for dropdown menu). Choose the color.

Formatting Worksheets using the Styles Toolbar

The use of styles in Excel allows to quickly format worksheets.
Select the Styles from the Home tab→Styles group.
Applying a Style in an Excel Worksheet
1 Select the cells to which a defined style is to be applied.
2 Choose Home tab→Styles group→Cell styles.
3 Select the name of the style to apply in the Cell styles.
4 Select OK.
Create a custom cell style
1. On the Home tab, in the Styles group, click Cell Styles.
2. Click New Cell Style.
3. In the Style name box, type an appropriate name for the new cell style.
4. Click Format.
5. From the different tabs in the Format Cells dialog box, select the formatting and then click OK.
6. In the Style dialog box, in the option Style Includes (By example), clear the check boxes that is not
needed in the cell style.
Create a cell style by modifying an existing cell style.
1. In the Home tab, in the Styles group, click Cell Styles
2. Select one of the following:
To modify any existing cell style, right-click on cell style, and click Modify.
 To create a duplicate of an existing cell style, right-click the cell style, and click Duplicate.
3. In the Style name box, type an appropriate name for the new cell style.
4. To modify the cell style, click Format.
5. From the tabs in the Format Cells dialog box, select the formatting and then click OK.
6. In the Style dialog box, in Style Includes, select or clear the check boxes that is not to be included
in the cell style.
Remove a Cell Style
1. To remove a cell style from selected cells without deleting the cell style, select the cells
that are formatted with that cell style.
2. On the Home tab, in the Styles group, click Cell Styles
3. Select one of the following:
To remove the cell style from the selected cells without deleting the cell style, in
Good, Bad, and Neutral, click Normal.
AutoFormat
Select Office button→Excel Options, Excel Options Window opens. Click the Proofing button at left
bar. In the AutoCorrect Options section, click AutoCorrect Options button→select AutoFormat as
you type the option.
AutoCorrect
AutoCorrect feature is used to correct typos and misspelled words, as well as to insert symbols and
other pieces of text.
Select Office button→Excel Options, Excel Options Window opens.
Click the Proofing button on the left bar. In the AutoCorrect Options section, click the AutoCorrect
options button.
Format Painter
This tool gives the ability to make a format somewhere in the document and then apply it somewhere
else.
Format a cell using the Format Painter. Select any cell.
• On the Ribbon, select the Home tab > in the Clipboard group > click Format Painter.
Formulas and Functions
Formulas
Formulas are entries containing an equation that calculates the value to be displayed.
Operators
An operator is a special symbol that tells a programme what action to take on a series of numbers.
There are two kinds of operators:
(a) Mathematical operators and (b) Comparison or logical operators.
(a) Mathematical Operators: These operators are used to add, subtract, multiply, and divide
numbers. The following are the 5 mathematical operators.

(b) Comparison Operators: These operators are used to compare one value to the other. These
operators are also called logical operators because the resulting answer in the cell is always either
True or False.

Basic Properties of a Formula

1. A formula may consist of operators, cell references, range names, values, and functions.
2. A formula always starts with an equal to (=) sign.
3. When a formula is entered in the cell, and then the ENTER key is pressed, only the calculated
result is displayed in the cell and not the formula.
4. If a cell containing the formula is made an active cell, though it still shows the value, in the formula
bar, the formula is displayed.
Relative, Absolute and Mixed Referencing
Relative Referencing: Calling cells by just their column and row labels (such as “A1”) is called
Relative Referencing. When a formula has Relative Referencing, and it is copied from one cell to
another, an exact copy of the formula is not created. It will change cell addresses relative to the row
and column to which they are moved to.

When the formula in F2 is copied and pasted to F3, the formula in F3 will
appear as =D3*A3 because it is a relative reference
Absolute Referencing: To prevent the cell addresses to change, a dollar sign “$” is placed
before column and row location in the formula. The references become absolute, and they will
not change when copied.

The $ sign makes this an absolute reference. Now, cell A2 will remain constant in the formula.
Mixed referencing : It is a combination of relative and absolute reference.
For example, in the formula “=(D2+$A$2)”, the cell D2 is relative and the cellA2 is fixed.
Functions
The built-in formulas are called functions. The functions perform the operations on the given values
and return the result that is displayed in the same cell where the function was entered. They perform
mathematical operations more efficiently than formulas.
SUM() function - Adds all the numbers in a range of cells.
The Syntax is
=SUM(number1,number2,……)
Ex. =SUM (A1:A4) finds the sum of cells A1 through A4
(b) AVERAGE() function - Returns the average (arithmetic mean) of the arguments
The Syntax is
=AVERAGE(number1,number2,……)
Ex. =AVERAGE(A1:A10) finds the average of cells A1 through A10
(c) MAX() function - Returns the largest value in a set of values.
The Syntax is
=MAX(number1,number2,…..)
Ex. =MAX(A1:A10) returns the highest number from cells A1 through A10
(d) MIN() function - Returns the smallest number in a set of values.
The Syntax is
=MIN(number1,number2,…….)
Ex. =MIN(A1:A10) returns the lowest number from cells A1 through A10
(e) COUNT() function – Returns the number of cells that contain numbers.
The Syntax is
=COUNT(value1,value2,…….)
Ex. =COUNT(A1:A10)
(f) COUNTIF() Function – It is used to count the number of cells within a range that meet the
given criteria.
The Syntax is
=COUNTIF (range, criteria)
Where range is the location of all the values from which the COUNTIF will choose and criteria
are the expressions, text, or values that define which cells will be counted.
For example, Find the number of students who have scored more than 80 with the formula:
=COUNTIF (A1:A10, “>80”) in quotes using comparison operator.
(g) SUMIF() Function – It is used to add the numbers in the range that meet the given criteria.
The Syntax is
=SUMIF(Range, Criteria)
For example, Find the total marks of students who have scored more than 80 with the formula:
=SUMIF (A1:A10, “>80”)
Spell Checking
Checking for possible spelling mistakes and then confirm each correction. To spell check all of
the sheets in a workbook: Select the Review tab→Proofing group Click the Spelling option.

Charts
Charts allow to present data entered in the worksheet in a visual format using a variety of graph types.
Before making a chart, first enter data into a worksheet.

the major components are:

Chart Title : A title given to the whole chart.
X-Axis Title : A title given to the X-axis data range.
Y-Axis Title : A title given to the Y-axis data range.
X-Axis Category : This is the category of the data which have been plotted. These are taken
from the first column or first row of your data range.
Y-Axis Value : This is the data range marked to plot the data series.
Data Labels : The values of the data series plotted.
Legends : Specifies the color, symbol or pattern used to mark data series.
Tick Marks : These marks are used to show the scaling of X-axis and Y-axis.
Grid Lines : Displays lines at the major intervals on the category X-axis and/or Y-axis
Chart Types

Column Charts : They compare distinct items. In this chart category axis is horizontal (X-axis)
and value axis is vertical (Y-axis). It is important to keep the number of series in a column chart
to a minimum.

Bar Charts : Compare different items or show single items at different intervals. It is similar to
column chart except that the chart value axis is horizontal (X-axis) and category axis is
vertical (Y-axis).

Area Charts : They show the relative contributions of each value to a total over time
Line Charts : These charts are useful to compare the trends over time

Pie Charts : The chart show the proportion of each part value to the total value in a data series.
They are used to show proportional sales figures or representation of different categories of
population like workers/non-workers, male/female, adults/children,

Creating a Chart
1. To create the chart, create the worksheet.
2.Select the cells containing the data for creating the chart. Include the data labels. Choose the
Insert tab. Click the Column button in the Charts group. A list of column chart sub-types
appears. Click the Clustered Column chart sub-type. A Clustered Column chart is created and the
Chart Tools context tabs appear
3. Apply a Chart Layout : Click the chart. The Chart Tools become available. Choose the Design
tab. Click the Quick Layout button in the Chart Layout group. A list of chart layouts appears.
Click Layout 5. Excel applies the layout to your chart.
4. Add Labels : When a layout is applied, it create areas where labels can be inserted. Labels are
used to give chart a title or to label axes. Enter the title, axis title.
5. Change the Style of a Chart : A style is a set of formatting options. Style can be used to
change the colour and format of the chart.
6. Move a Chart to a Chart Sheet - By default, when a chart is created, Excel embeds the chart in
the active worksheet. However, the chart can be moved to another worksheet or to a chart sheet.
A chart sheet is a sheet dedicated to a particular chart. By default Excel names each chart sheet
sequentially, starting with Chart1. One can change the name
7. Change the Chart Type - Any change can be made to a chart that is embedded in a worksheet,
one can also make to a chart sheet. For example, the Chart type can be changed from a column chart
to a bar chart.
8. Save and close the file.

Row VS Column.
 SHARJAH INDIAN SCHOOL, JUWAIZA
Grade XII Typography and Computer Application
Important points
CHAPTER 3- EXCEL

• MS Excel displays a table of numbers and text in rows and columns.

• MS Excel is used for accounting, budgeting, financial analysis, scientific applications,

and other work with figures.

• MS Excel automatically recalculates the result of mathematical formulas if the source

data changes.

• An Excel file is made up of Worksheets.

• Worksheets are pages within a workbook and can contain data or be blank.

• Worksheets can contain information and work independently of each other or can be

linked together to form a workbook.

• Each worksheet contains horizontal rows and vertical columns.

• The intersection of a row and column is a cell.

• By default, a new workbook contains three worksheets.

• A dialog box launcher is a small icon that appears in a group. Users click this icon to

open related dialog boxes or task panes that provide more options that relate to the group.

• Each new workbook comes with three worksheets.

• Each workbook can contain upto 255 worksheets.

• Number signs (# # # # # #) can be seen when a cell entry is too long.

• Identify the numeric number types.

5- Whole number

25.5- Decimal

0.2567E+2- Scientific notation

• Excel displays scientific notation automatically if a number is entered that is too long to

be viewed in its entirety in a cell.

• If numbers are to be treated as text use an apostrophe (‘) as the first character

• Calculations cannot be done with text data entry.

• Fill a range of cells either with the same value or with a series of values with the help of

AutoFill.

• When an Excel worksheet is open, cell A1 is already active.

• An active cell will appear to have a darker border around it than other cells on the

worksheet.

• To select Single Cell, click once in the cell.

• Entire Row, Click the row label

• Entire Column, Click the column label

• Entire WorksheetClick the whole sheet button (at the intersection of rows and columns)

• Cluster of Cells, Drag mouse over the cells or hold down the SHIFT key while using the

arrow keys.
• To activate the contents of a cell, double-click on the cell or click once and press F2.

• To move the cell contents only a short distance, the drag-and-drop method is used.

• Autofill is used to fill automatically. Select cells and drag the fill handle.

• Select General data type if the cell contains text and number and it does not have any

specific number format.

• For formatting columns and rows AutoFit Selection feature can also be used.

• AutoFit adjusts the width of the column according to the widest entry in that column and

increases the height of the row(s) to accommodate the tallest character in a row.

• Hiding column(s) or row(s) will help to prevent unwanted changes.

•
 SHARJAH INDIAN SCHOOL, JUWAIZA
Grade XII Typography and Computer Application
Important points
CHAPTER 3- EXCEL

• ___________________ displays a table of numbers and text in rows and columns.

• _____________________ is used for accounting, budgeting, financial analysis, scientific

applications, and other work with figures.

• __________________ automatically recalculates the result of mathematical formulas if

the source data changes.

• An Excel file is made up of ______________________

• ______________________are pages within a workbook and can contain data or be blank.

• Worksheets can contain information and work independently of each other or can be

linked together to form a _______________________

• Each worksheet contains horizontal ________________ and vertical _______________.

• The intersection of a row and column is a __________________.

• By default, a new workbook contains ____________ worksheets.

• A dialog box launcher is a small icon that appears in a group. Users click this icon to

open related dialog boxes or task panes that provide more options that relate to the group.

• Each new workbook comes with _______________ worksheets.

• Each workbook can contain upto _____________ worksheets.

• Number signs (# # # # # #) can be seen when a cell entry is ________________

• Identify the numeric number types.

 5- __________________________

25.5- ____________________________

0.2567E+2- _________________________________

• Excel displays ______________________________ notation automatically if a number

is entered that is too long to be viewed in its entirety in a cell.

• If numbers are to be treated as text use an ______________________as the first character

• Calculations cannot be done with ______________________ of data entry.

• Fill a range of cells either with the same value or with a series of values with the help of

___________________________-.

• When an Excel worksheet is open, cell ____________________ is already active.

• An _______________________ cell will appear to have a darker border around it than

other cells on the worksheet.

• To select Single Cell, ___________________

• Entire Row, Click the __________________________

• Entire Column, Click the _____________________

• Entire Worksheet __________________________

• Cluster of Cells, __________________________________________________________

• To activate the contents of a cell, double-click on the cell or click once and press _____

• To move the cell contents only a short distance, the _________________ method is used.

• ________________ is used to fill automatically.

• To fill automatically, select cells and drag the ______________________

• Select ____________________ data type if the cell contains text and number and it does

not have any specific number format.

• For formatting columns and rows _________________________ Selection feature can

also be used.

• _______________________ adjusts the width of the column according to the widest

entry in that column and increases the height of the row(s) to accommodate the tallest

character in a row.

• _____________________ column(s) or row(s) will help to prevent unwanted changes.

• __________________________ can make entering certain kinds of text faster and easier

• _________________________________ feature is used to correct typos and misspelled

words, as well as to insert symbols and other pieces of text.

• ____________________________ tool gives the ability to make a format somewhere in

the document and then apply it somewhere else.

• ____________________________ are entries containing an equation that calculates the

value to be displayed.

• __________________________ is a special symbol that tells a program what action to

take on a series of numbers.

• ___________________________ operators are used to add, subtract, multiply, and divide

numbers.

• _______________________ operators are used to compare one value to the other.

• ______________________ operators are also called logical operators because the

resulted answer in the cell is always either True or False.

• ___________________________ always start with an equal to (=) sign

• ____________________ automatically adds the values.

• Calling cells by just their column and row labels (such as “A1”) is called

________________________________________ Referencing.

• To prevent the cell addresses from changing, a __________________ sign is placed

before the column and row location in the formula.

• The built-in formulas are called ______________________.

• ______________________ allow data to be entered in the worksheet in a visual format.

• __________________________ Charts compare distinct items.

• ____________ Charts Compare different items or show single items at different intervals.

• _____________ Charts show the relative contributions of each value to a total over time.

• _________________ Charts are useful to compare the trends over time.

• ___________ Charts show the proportion of each part value to the total value in a data

series.

• F2 _________________

• F7 _______________________

• F12 _________________________

• CTRL + 9 ______________________________

• SHIFT + CTRL + 9 ______________________

• CTRL + 0 ____________________________

• CTRL + Pg Up/Down ___________________________________

 EXCEL SHORTCUT LIST

Formatting Shortcuts Function Key Shortcuts

CTRL + 1 Format Box F2 Edit Cells
ALT + E + S + T Copy Format F4 Anchor Cells
ALT + H + 0 Increase Decimal F7 Spell Check
ALT + H + 9 Decrease Decimal F12 Save As
CTRL + SHIFT + 7 Boxing SHIFT + F2 Insert a Comment
ALT + O + C + A Fit Column Width SHIFT + F8 Add to Selection
ALT + H + O + R Change Tab Name SHIFT + F10 Right Click
ALT + W + F (Un)Split Panes CTRL + F3 Name a Cell
ALT + W + S (Un)freeze windows Windows Flag + D Minimize Programs
SHIFT + CTRL + # Date Format
SHIFT + CTRL + $ $ Dollar Format
SHIFT + CTRL + % % Percentage Format Navigation Shortcuts
ALT + "=" Sum Function Arrows Move
CTRL + Arrows Go to End of Continuous Range
SHIFT + Arrows Select A Cell Range
CTRL Shortcuts CTRL + SHIFT + Arrows Highlight A Continuous Range
CTRL + A Select All ALT + Tab Switch Programs
CTRL + B Bold CTRL + Pg Up/Down Switch Worksheets
CTRL + C Copy Enter Move below
CTRL + D Fill Down Shift + Enter Move Up
CTRL + F Find Home Move to Beginning of Line
CTRL + I Italic CTRL + Home Go to Cell A1
CTRL + N New Workbook ESC Cancel
CTRL + O Open Alt + Enter (when i n a cel l ) Add a Line
CTRL + P Print
CTRL + R Fill Right
CTRL + S Save Workbook Columns & Rows Shortcuts
CTRL + U Underline
CTRL + 9 Hide Row
CTRL + V Paste SHIFT + CTRL + 9 Unhide Row
CTRL + W Close Window CTRL + 0 Hide Column
CTRL + X Cut SHIFT + CTRL + 0 Unhide Column
CTRL + Z Undo SHIFT + Spacebar Highlight Row
CTRL + Spacebar Highlight Column
SHIFT + CTRL + Plus sign Insert Blank Cells
CTRL + Minus Sign Delete Selected Cells
SHIFT + ALT + Left Arrow Group Rows/Columns
SHIFT + ALT + Right Arrow Ungroup Rows/Columns