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Introduction to MS Excel

Opening MS Excel

Procedure:
Click on Start > All Programs > Microsoft Office > Microsoft Excel
The splash screen appears briefly before the default layout is displayed.

Purpose of Spreadsheets

Primary Use: Calculating numeric data and applying various formats.

Development:
1961: Idea of electronic spreadsheets by Prof. Richard Mattessich.
1978: Dan Bricklin's VisiCalc, the first interactive visible calculator.

Popular Spreadsheet Software

Examples:
Gnumeric
Kingsoft Spreadsheets
LOTUS 1-2-3
CA-SuperCalc
MultiPlan
Quattro Pro
Microsoft Excel

Understanding Spreadsheets and Workbooks

Spreadsheet: A collection of worksheets representing bookkeeping records.

Workbook: A collection of spreadsheets; an Excel file is referred to as a workbook.

MS Excel Interface
Components of the Interface

Quick Access Toolbar: Located at the top for easy access to common commands.
Ribbon Bar: Contains tabs like File, Home, Insert, Page Layout, Formulas, Data, Review, and View.
Name Box: Displays the reference of the active cell.
Formula Bar: Used to enter or edit formulas and text.

Modifying the Ribbon and Quick Access Toolbar

Procedure:
Right-click on the Ribbon and select Customize the Ribbon.
In the Excel Options dialog, click New Tab to add or remove commands.
Click OK to save changes.

Creating and Managing Workbooks

Creating a New Workbook

Procedure: File > New > Blank Workbook

Opening an Existing Workbook

Procedure: File > Open, then select the desired file.

Cell Operations
Selecting Cells

Procedure: Click and drag to select multiple cells or use Shift + arrow keys.

Inserting Content in Cells

Procedure: Click on a cell and type the content directly.

Deleting Cell Content

Procedure:
Select the cell and press Backspace or Delete.
For multiple cells, select them and press Delete.
Deleting Cells

Procedure:
Select the cells.
Go to Home > Delete.

Cutting, Copying, and Pasting Cells

Procedure:
Use Ctrl+X for cut, Ctrl+C for copy, and Ctrl+V for paste.

Filling Cells Using Fill Handlers

Procedure:
Drag the fill handle (small square at the cell corner) across adjacent cells to fill them with
content.

Formatting Cells
Changing Text, Cell Color, and Style

Procedure:
Select the cells.
Use the Home tab options to change font size, color, and cell style.

Aligning Text

Procedure:
Use alignment buttons in the Home tab to align text left, center, or right.

Special Formatting for Numbers and Dates

Options:
Short Date: 22/03/2017
Long Date: Wednesday, April 22, 2017
Time: hr:mm:ss
Percentage: 400.00%
Fraction: ¼
Scientific Notation: Used for large numbers.
 LESSON-2

Save and Save As Commands

Save As Command

Purpose: To save a file for the first time or to save a file in a different version or format.
Example: Converting an Excel file from MS Excel 2017 to MS Excel 2003.
Procedure:
File > Save As
Select desired file format.
Original file remains in its original location.
Default save location is "My Documents" folder.

Save Command

Purpose: To save the current workbook in its existing location.

Procedure:
Click the Save button or press Ctrl+S.
For recovery, go to File > Info > Version and click the restore button.
Excel auto-saves every ten minutes unless closed before this period.

Compatibility Mode

Function: Disables advanced features, enabling basic features to ensure compatibility with older
Excel versions.
Note: Older versions of Excel can be opened in newer versions in compatibility mode.

Saving as PDF

Purpose: Allows sharing with users who do not have Excel and ensures the workbook is read-only.
Procedure:
File > Save As
Select PDF from the file type dropdown.
To save the entire workbook, click Options and select "Entire Workbook".
Creating Simple Formulas
Formula Basics

Definition: Mathematical equations used for calculations, similar to a calculator.

Operations:
+ for Addition
- for Subtraction
* for Multiplication
/ for Division
^ for Exponentiation

Creating Formulas

Procedure:
Select the cell for the result.
Enter the formula in the formula bar, starting with =.
Example: =C3*C4
Editing Formulas:
Double-click the cell or edit in the formula bar.

Using Cell References in Formulas

Procedure:
Select the result cell.
Enter cell references (e.g., =A1+B1) in the formula bar.
Press Enter.

Worksheet Management

Default Worksheets

Default Tabs: Sheet1, Sheet2, Sheet3.

Renaming Worksheets
 Procedure: Right-click the worksheet tab, select Rename.

Deleting Worksheets

Procedure:
Select multiple sheets with Shift key.
Right-click and select Delete.

Moving or Copying Worksheets

Procedure:
Right-click the sheet tab.
Select Move or Copy.
Check "Create a copy" and click OK.

Coloring Worksheet Tabs

Procedure:
Right-click the tab.
Select Tab Color and choose a color.

Grouping and Ungrouping Worksheets

Grouping Worksheets

Procedure:
Press Ctrl and click the tabs to group.

Ungrouping Worksheets

Procedure:
Right-click a tab and select Ungroup.

Freezing Rows and Columns

Freezing Panes

Purpose: Keeps rows or columns visible while scrolling.

Procedure:
Select the row/column below/to the right of the ones you want to freeze.
View > Freeze Panes
Printing Options

Print Preview

Procedure:
Press Ctrl+F2.

Printing a Worksheet

Procedure:
File > Print
Adjust settings and preview.

Page Orientation

Styles:
Landscape: Horizontal layout, ideal for wide tables.
Portrait: Vertical layout, ideal for standard documents.

Reducing Worksheet Size

Procedure:
File > Print
Under Settings, select No Scaling > Fit Sheet on One Page.

Setting Margins and Titles

Margins: Adjust the space around the text.

Print Titles:
Page Layout > Print Titles
Set rows/columns to repeat.

Inserting Page Breaks

Procedure:
Select the column/row for the break.
Page Layout > Breaks > Insert Page Break
 LESSON-3

Using Save and Save As Commands

Save As Command

Purpose: Save a new file or save an existing file in a different format.

Procedure:
File > Save As
Choose desired file format.
Default save location: My Documents folder.

Save Command

Purpose: Save the current workbook in its existing location.

Procedure:
Click Save button or press Ctrl+S.
For recovery, go to File > Info > Version, then click restore button.
Excel auto-saves every ten minutes, unless closed before this period.

Saving Compatible Files

Save as Excel 97-2003

Compatibility Mode:
Disables advanced features, enabling basic features for compatibility.
Procedure: Use Save As to select the 97-2003 format.

Saving as PDF
Save as PDF

Purpose: Share with users who do not have Excel and ensure the workbook is read-only.
Procedure:
File > Save As
Select PDF from the file type dropdown.
Default: Only the active worksheet is converted to PDF.
To convert the entire workbook, click Options and select "Entire Workbook".

Creating Simple Formulas

What is a Formula?

Definition: Mathematical equations for calculations, similar to a calculator.

Operations:
+ for Addition
- for Subtraction
* for Multiplication
/ for Division
^ for Exponentiation

Creating Formulas

Procedure:
Select the result cell.
Enter the formula in the formula bar, starting with =.
Example: =C3*C4
Editing Formulas:
Double-click the cell or edit in the formula bar.

Using Cell References in Formulas

Procedure:
Select the result cell.
Enter cell references (e.g., =A1+B1) in the formula bar.
Press Enter.

Managing Worksheets
Default Worksheets

Default Tabs: Sheet1, Sheet2, Sheet3.

Renaming Worksheets

Procedure:
Right-click the worksheet tab.
Select Rename.

Deleting Multiple Sheets

Procedure:
Select multiple sheets with Shift key.
Right-click and select Delete.

Moving or Copying Worksheets

Procedure:
Right-click the sheet tab.
 Select Move or Copy.
Check "Create a copy" and click OK.

Coloring Worksheet Tabs

Procedure:
Right-click the tab.
Select Tab Color and choose a color.

Grouping and Ungrouping Worksheets

Grouping Worksheets

Procedure:
Press Ctrl and click the tabs to group.

Ungrouping Worksheets

Procedure:
Right-click a tab and select Ungroup.

Freezing Rows and Columns

Freezing Panes

Purpose: Keeps rows or columns visible while scrolling.

Procedure:
Select the row/column below/to the right of the ones you want to freeze.
View > Freeze Panes

Printing Options
Print Preview

Procedure:
Press Ctrl+F2.

Printing a Worksheet

Procedure:
File > Print
Adjust settings and preview.

Page Orientation

Styles:
Landscape: Horizontal layout, ideal for wide tables.
Portrait: Vertical layout, ideal for standard documents.
Reducing Worksheet Size

Procedure:
File > Print
Under Settings, select No Scaling > Fit Sheet on One Page.

Setting Margins and Titles

Margins: Adjust the space around the text.

Print Titles:
Page Layout > Print Titles
Set rows/columns to repeat.

Inserting Page Breaks

Procedure:
Select the column/row for the break.
Page Layout > Breaks > Insert Page Break

LESSON-4

Complex Formulas

Definition

Complex Formulas: Formulas that contain more than one mathematical operation or function.

Order of Operations

1. Parentheses (): Operations inside parentheses are performed first.

2. Exponentiation ^: Performed second.
3. Multiplication and Division */: Performed third.
4. Addition and Subtraction +-: Performed fourth.

Cell References

Relative Cell References

 Definition: Adjusts based on the position where it is copied.
Example: A1, B2.

Absolute Cell References

Definition: Fixed reference that does not change when the formula is copied.
Example: $A$1, $B$2.
Procedure:
Use $ before the column and row.
Press F4 to toggle between relative and absolute references.

Functions in Excel

Definition

Function: A predefined formula for calculations.

Example: =SUM(B3:B12)

Syntax

Each function has a specific syntax that must be followed.

Arguments: Values or cell references inside the parentheses that the function uses.
Colon :represents a range of cells.
Example: =SUM(B3:B12)
Comma ,represents individual values or cells.
Example: =COUNT(C1:C5, C7:C10, C11:C15)

Common Functions

SUM: Adds a range of cells.

AVERAGE: Calculates the average of a range of cells.
PRODUCT: Multiplies a range of cells.
COUNT: Counts the number of cells that contain numbers.

Using Functions

AutoSum:
Procedure:
 Select the cell for the result.
Go to the Formula tab.
Click the AutoSum dropdown and select the desired function (e.g., SUM).
Select the cells for the calculation.
Press Enter.

Function Library

Located under the Formula tab.

Categories:
Math & Trig: For mathematical and trigonometric calculations.
Statistical: Functions for statistical analysis.
Engineering: Functions for engineering calculations.
Cube: For working with data cubes.
Compatibility: Functions compatible with older versions of Excel.
Date & Time: For date and time calculations.
Example: NETWORKDAYS calculates the number of working days between two dates.

Using NETWORKDAYS Function

Purpose: Calculates the number of working days between two dates.

Procedure:
Select the cell for the result.
Go to the Formula tab.
Select Date & Time from the function library.
Choose NETWORKDAYS from the dropdown.
Enter the start and end dates.

Summary

In this lesson, you have learned how to:

Write complex formulas in Excel.

Understand and use relative and absolute cell references.
Use fill and copy formulas according to cell references.
Practical Examples

Complex Formula Example:

Formula: =(A1+B1)*C1/D1
Explanation: Adds A1 and B1, multiplies the result by C1, then divides by D1.
Relative Reference Example:
Copying formula =A1+B1 from cell C1 to C2 changes it to =A2+B2.
Absolute Reference Example:
Copying formula =$A$1+B1 from cell C1 to C2 remains =$A$1+B2.

LESSON 5

Sorting in a Worksheet
What is Sorting?

Definition: Arranging data in a specific order.

Types of Sorting

Alphabetical Sorting: Sorts data alphabetically.

Numerical Sorting: Sorts data numerically.
Sort by Date and Time: Sorts data chronologically.
Customized Sorting: Allows custom order sorting.
Sort by Cell Color, Font Color, or Cell Icon: Sorts based on visual attributes.

Applying Sorting

Procedure:
Click on Data tab.
Select Sort from the dropdown list.
Sort Dialog Box:
Select the column to sort.
Choose the sort criteria (values, cell color, etc.).
Define the sort order (ascending or descending).

Table Formatting
Changing Table Color

Procedure:
Click on Home tab.
Select Format and Table option.
Choose the desired color from the dropdown list.

Using Templates
Definition

Template: A collection of color combinations, effects, fonts, and settings.

Using Built-in Templates:
Click on File tab.
Select New and choose from sample templates.

Working with Charts

Purpose

Charts: Represent data graphically to reveal trends, comparisons, and patterns.

Types of Charts

Column Chart
Pie Chart
Line Chart
Bar Chart
Area Chart
Surface Chart

Creating a Chart

Procedure:
Select data range.
Click on Insert tab.
Choose the desired chart type.

Changing Chart Type

Procedure:
 Right-click on the chart.
Select Change Chart Type from the menu.

Reviewing and Sharing Worksheets

Track Changes

Procedure:
Click on Review tab.
Select Track Changes from the Changes group.
Choose Highlight Changes.
Check Track changes while editing to share workbook.

Adding and Deleting Comments

Adding Comments

Procedure:
Select the cell.
Click on Review tab.
Select New Comment or press Shift+F2.

Deleting Comments

Procedure:
Select the commented cell.
Right-click and select Delete Comment.

Using Document Inspector

Purpose

Document Inspector: Checks for hidden metadata or personal information in the document.

Procedure

Click on File tab.

Select Check for Issues dropdown.
Choose Inspect Document.

Applying Conditional Formatting

Procedure

Conditional Formatting: Applies specific formatting to cells that meet certain criteria.
Select data range.
Go to Home tab.
Click on Conditional Formatting dropdown and choose the desired option.

Using Pivot Tables

Definition

Pivot Table: An interactive table that summarizes, organizes, and analyzes data.

Creating a Pivot Table

Procedure:
Go to Insert tab.
Click on Pivot Table.
Select data range and location for the pivot table.

Summary
Key Learning Points:
Apply sorting to organize data.
Use track changes to review edits.
Add comments for annotations.
Create and modify charts for data visualization.
Inspect documents for hidden information.
Apply conditional formatting for dynamic data display.
Use pivot tables for data summarization and analysis.

Key Points and Shortcuts from the Lessons

1. Saving and Managing Excel Files

Key Points
 Save As Command: Used to save a file for the first time or in a different version/format.
Save Command: Used to save the current workbook in its existing location.
Compatibility Mode: Disables new features for compatibility with older versions.
Saving as PDF: Allows sharing with users who do not have Excel and ensures the workbook is
read-only.
Creating Simple Formulas: Formulas for calculations, starting with =.
Cell References: Relative and absolute references for formulas.
Managing Worksheets: Adding, deleting, copying, and moving sheets.
Freezing Panes: Keeps rows/columns visible while scrolling.
Printing Options: Print preview, page orientation, and scaling options.

Shortcuts

Save: Ctrl+S
Save As: F12
AutoSum: Alt+=
Print Preview: Ctrl+F2
New Slide: Ctrl+M
Duplicate Slide: Ctrl+D
Delete Slide: Delete

2. Writing Complex Formulas in Excel

Key Points

Complex Formulas: Contain more than one mathematical operation.

Order of Operations: Parentheses, exponentiation, multiplication/division, addition/subtraction.
Relative Cell References: Adjust when copied.
Absolute Cell References: Fixed references using $.
Common Functions: SUM, AVERAGE, PRODUCT, COUNT.
Function Arguments: Values or cell references used in functions.
Using NETWORKDAYS Function: Calculates working days between dates.

Shortcuts

Absolute Reference: F4

3. Sorting, Formatting, and Managing Excel Worksheets

Key Points

Sorting: Alphabetically, numerically, by date/time, custom order, by color/icon.

Table Formatting: Change table colors and styles.
Using Templates: Built-in templates for consistent design.
Creating Charts: Graphical representation of data (column, pie, line, bar, area, surface).
Reviewing and Sharing: Track changes, add comments.
Document Inspector: Checks for hidden metadata.
Conditional Formatting: Applies specific formatting based on criteria.
Pivot Tables: Summarize, organize, and analyze data interactively.

Shortcuts

New Slide: Ctrl+M

Duplicate Slide: Ctrl+D
Delete Slide: Delete

4. Environment of Microsoft PowerPoint 2010

Key Points

PowerPoint Environment: Useful for dynamic presentations with animations, text, sound,
pictures, and videos.
Menu Bar: Contains various tabs with grouped commands.
Customizing the Ribbon: Add or remove tabs and commands.
Quick Access Toolbar: Shortcut buttons for frequently used commands.
Backstage View: New feature for managing files.
Creating a New Presentation: Start with a blank presentation or template.
Adding New Slides: Use New Slide button or Ctrl+M.
Changing Presentation Layout: Customize slide layouts.
Arranging Slides: Use Slide Sorter view.
Adding Notes: For presenter’s reference.

Shortcuts

New Slide: Ctrl+M

Duplicate Slide: Ctrl+D
Delete Slide: Delete
Slide Show: F5
 Hide/Show Ribbon: Ctrl+F1
Quick Access Toolbar Customization: Alt, F, T

5. Additional PowerPoint Features

Key Points

Placeholders: Dotted boxes for adding content like text, tables, and charts.
Changing Slide Layout: Customize the arrangement of content on slides.
Indentation and Line Spacing: Adjust text position and spacing.
Multilevel Lists: Indented lists showing multiple levels.
Slide Views: Normal, Slide Sorter, Reading views.
Adding Slide Numbers: Insert slide numbers using the Header and Footer dialog.
Bullets and Numbering: Use for organizing text.
SmartArt: Convert text to graphical elements.
Applying Themes: Use themes for consistent design.
Inserting Images: Add pictures from files.
Slide Master: Manages layout and design for all slides.

Shortcuts

New Slide: Ctrl+M

Duplicate Slide: Ctrl+D
Delete Slide: Delete
Start Slide Show: F5
Indent: Tab
Decrease Indent: Shift+Tab
Open File: Ctrl+O
Save As: F12
Hide/Show Ribbon: Ctrl+F1

Mentioned Shortcuts:
1. Ctrl + C: Copy the selected text or object.
2. Ctrl + V: Paste the copied text or object.
3. Backspace: Delete the contents of the selected cell.
4. Ctrl + F2: View page print preview.
5. Ctrl + F4: Close the current workbook.
6. Ctrl + Shift + F2: Toggle between normal and page break preview.
7. Ctrl + F: Open the Find dialog.
8. Ctrl + H: Open the Replace dialog.
9. F4: Repeat the last action or toggle between absolute and relative cell references.
10. Shift + F2: Insert or edit a cell comment.
11. Ctrl + A: Select all cells in the worksheet.
12. Ctrl + P: Open the Print dialog.
13. Ctrl + Z: Undo the last action.
14. Ctrl + Y: Redo the last undone action.
15. Ctrl + S: Save the current workbook.
16. Ctrl + N: Create a new workbook.
17. Ctrl + O: Open an existing workbook.
18. Ctrl + W: Close the current workbook.
19. Ctrl + Page Up: Move to the previous worksheet.
20. Ctrl + Page Down: Move to the next worksheet.
21. Alt + Enter: Start a new line in the same cell.
22. Ctrl + D: Fill the selected cell with the content of the cell above.
23. Ctrl + R: Fill the selected cell with the content of the cell to the left.
24. Ctrl + 1: Open the Format Cells dialog.
25. Ctrl + Shift + L: Apply or remove filters.
26. Ctrl + Shift + %: Apply percentage format.
27. Ctrl + Shift + $: Apply currency format.
28. Ctrl + Shift + #: Apply date format.
29. Ctrl + Shift + @: Apply time format.
30. Ctrl + T: Create a table.
31. Ctrl + Shift + U: Expand or collapse the formula bar.
32. Ctrl + Space: Select the entire column.
33. Shift + Space: Select the entire row.
34. Ctrl + 9: Hide the selected rows.
35. Ctrl + Shift + 9: Unhide the hidden rows.
36. Ctrl + 0: Hide the selected columns.
37. Ctrl + Shift + 0: Unhide the hidden columns.
38. Ctrl + `: Show or hide formulas.

Additional Related Shortcuts:

1. F2: Edit the active cell.
2. Ctrl + ;: Enter the current date.
3. Ctrl + Shift + :: Enter the current time.
4. **Ctrl + Shift + **: Insert a new worksheet.
5. Alt + F1: Create a chart of the selected data in the current worksheet.
6. F11: Create a chart of the selected data in a separate chart sheet.
7. Ctrl + K: Insert a hyperlink.
8. Ctrl + Shift + K: Remove a hyperlink.
9. Ctrl + U: Underline the selected text.
10. Ctrl + Shift + U: Double underline the selected text.
11. Ctrl + B: Bold the selected text.
12. Ctrl + I: Italicize the selected text.
13. Ctrl + 5: Apply or remove strikethrough.
14. Ctrl + Alt + V: Open the Paste Special dialog.
15. Ctrl + Shift + "+": Insert a new cell.
16. Ctrl + "-": Delete the selected cells.
17. Ctrl + Shift + =: Insert a new column or row.
18. Ctrl + Shift + -: Delete the selected column or row.
19. Ctrl + Alt + F9: Calculate all worksheets in all open workbooks.
20. F9: Calculate the active worksheet.
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Text Manipulation
Copy and Paste Commands
Copying Text:

1. Select the text.

 2. Use the Copy command under the Home tab OR press Ctrl+C on the keyboard.
3. Press Ctrl+V to paste the text.

Cut and Paste Commands (Move Text):

1. Select the text.

2. Use the Cut command under the Home tab OR press Ctrl+X on the keyboard.
3. Press Ctrl+V to paste the text.

Deleting Text:

1. Double-click on the text to select it.

2. Press the Delete button on the keyboard.

Copy, Move, or Duplicate Images

1. Select the image.

2. Use the Copy command under the Home tab.
3. Click the Paste command under the Home tab to duplicate the image.

Text Formatting
Changing Font Size

Increase Font Size:

1. Select the text.

2. Click on the A^ button to increase the font size. Each click increases the size by 2 scale units until
20, then by 4 scale units.

Decrease Font Size:

1. Select the text.

2. Click on the A^ button to decrease the font size. Each click decreases the size by 2 scale units until
20, then by 4 scale units.

Clearing Formatting

1. Select the text.

2. Click on the Home tab from the menu bar.
3. Click on the Aa/ button from the Font group of commands.

Character Spacing

Use AV to adjust character spacing. Options include:

Very tight
Tight
Normal
Loose
 Very loose
More spacing

Case Changing

Use Aav to change the case of selected text. Options include:

Sentence case
Lowercase
Uppercase
Capitalize each word
Toggle case

Using Spell Check

1. Select the text.
2. Click on the Review tab from the Ribbon bar.
3. Click on the Spelling command under the Review tab OR press F7 on the keyboard.

Graphics and Charts

Drawing Objects

1. Click on the Home tab from the Ribbon bar.

2. Select any shape from the Drawings group of commands.

Changing Shape Attributes:

1. Select the shape.

2. Go to the Drawing group of commands under the Home tab.

Creating Charts

Chart Definition: A tool to represent data graphically. Types of charts include:

Column chart
Pie chart
Line chart
Bar chart
Area chart
Surface chart

Parts of a Chart:

Title
Vertical axis
Data series
Legend
Inserting a Chart:

1. Click on the Insert tab from the menu bar.

2. Click on the Chart button from the Illustrations group of commands.
3. Right-click on the chart to change the chart type.

Importing Objects

1. Go to the Object command under the Insert tab from the menu bar.
2. In the Insert Object dialogue box, select the Create from File radio button.
3. Click on the Browse button to locate the object and then click OK.

Adding Borders to Objects

1. Right-click on the object.

2. Click on the Format Object option to open the Format Object dialogue box.

Printing and Distribution

Selecting Slide View

1. Click on the Design tab from the Ribbon bar.

2. Click on the Page Setup button from the Page Setup group of commands.
3. Use various Page Setup features and click OK.

Changing Slide Orientation

By default, slides are in Landscape mode.

Changing to Portrait:

1. Click on the Design tab from the Ribbon bar.

2. Click on the Slide Orientation dropdown menu.
3. Select Portrait from the menu list.

Previewing and Printing

Preview in Slide Sorter:

1. Click on the View tab from the menu bar.

2. Click on the Slide Sorter command from the Presentation View group.

Printing Slides:

1. Click on the File tab from the Ribbon bar.

2. Backstage view will open. Click on Print.
3. Configure Print settings as needed, including the Collated option for grouped printing.

Slide Show Effects

Setting Animation Effects

1. Select the text.

2. Click on the Animation tab from the Ribbon bar.
3. Use the Animation, Advanced Animation, and Timing groups of commands.

Note: You can preview animations using the Preview button under the Animation tab.

Animation Effects
Changing Animation Effects

To change an existing animation effect:

1. Click on the Advanced Animation tab from the Animations Ribbon.

2. A new sidebar will open on the right.
3. Use the play button to preview the animation.
4. Adjust settings or remove the effect from the Animation pane.

Transitions
Applying Transitions

Transition effects move from one slide to another.

1. Use the Transition tab from the Ribbon Bar.

2. Select a transition effect to apply to a slide.
3. Use "Apply to All" to apply the current transition to all slides.

Transition Properties

Effects can be set to move left to right, right to left, etc.

Access these settings within the Transition tab.

Slide Show and Presentation Delivery

Creating a Slide Show

1. Click on Slide Show from the Ribbon Bar.

2. Start from the beginning or current slide using options in this tab.
3. Use F5 to start from the beginning or Spacebar/Arrow keys to navigate.

On-Screen Navigation Tools

1. Navigation buttons appear at the bottom left of the slide during the slideshow.
2. Buttons include arrows for moving slides, a pen button for drawing/highlighting, and a navigation
button for moving to specific slides.
Hiding Slides

1. Select the slide to hide.

2. Click on Slide Show from the Ribbon Bar.
3. Click the hide button; the slide will appear with a cross in the sidebar.

Smart Art Illustrations

Inserting Smart Art Graphics

1. Go to the Insert tab on the Ribbon Bar.

2. Click on Smart Art to open a window with categorized graphics.
3. Select and insert the required Smart Art.

Modifying Smart Art

1. Adding Text: Click arrows on the left side to open a pane with text boxes.
2. Converting Text: Right-click text and select convert to Smart Art or back to text.
3. Changing Organization: Use the design tab to add shapes, promote/demote shapes, and
rearrange shapes.
4. Modifying Appearance: Select graphics, use the design tab to change layout, style, and color.

Document Exchange
Saving Documents in Different Formats

1. Open the presentation and click the File tab.

2. Use "Save As" to select a different file format.

Inserting Hyperlinks and Action Buttons

Inserting Hyperlinks

1. Select text, picture, or shape.

2. Right-click and choose hyperlink.
3. Enter the link in the address field.

Action Buttons

1. Click on the Insert tab, then shapes.

2. Select action buttons and draw on the slide.
3. Choose an action (hyperlink, play sound, open program).

Modifying Action Buttons

1. Select the button.

2. Use the design tab to change color, shape, and appearance.
Working with Tables
Inserting Tables

1. Go to the Insert tab on the Ribbon Bar.

2. Use the dropdown menu to insert a quick or advanced table.

Modifying Tables

1. Move/Resize: Drag the table by the edges.

2. Add Rows/Columns: Right-click, select "Insert," and choose the desired option.
3. Delete Rows/Columns: Select and right-click to delete cells.
4. Change Styles: Use the design tab to preview and select table styles.

Advanced Options in PowerPoint

Rehearsal and Practice

1. Open the Slide Show tab.

2. Use the Rehearse option to start and record the slideshow.

Recording Slide Shows

1. Use the Record Slide Show option from the Slide Show tab.

Presenting Slideshow as Video

1. Click the File menu and select "Create Video."

2. Choose the desired resolution and save.

Broadcasting Slideshow

1. From the Slide Show tab, click "Broadcast Slide Show."

2. Configure settings and start the broadcast.

World Wide Web (WWW)

Definition

WWW: Stands for World Wide Web, introduced in 1991. It refers to the collection of online
documents stored on computers connected to the internet, accessible via browsers.
Websites: All websites collectively make up the WWW, which users can access to gather
information.

Internet

The Internet is a global network of interconnected computers, including web servers and personal
computers running web browsers, sharing information, instant messaging, and email.
Web Page, Website, and Web Server
Website

A collection of web pages maintained by an individual or organization, identified by a unique

domain name (e.g., www.vu.edu.pk).

Web Page

A single document on the web that can contain text, images, sound, and videos.

Web Server

Computers that run websites, store web pages, and are connected to the internet. Common web
server software includes Apache and Microsoft Internet Information Server.

Web Browser
Definition

A program that allows users to view and navigate web pages on the WWW. Examples include
Internet Explorer, Google Chrome, Mozilla Firefox, Opera, and Safari.

Features of Internet Explorer 11

Includes bookmarks, history, and various browsing tools.

ISP and Connecting to the Internet

Definition

ISP: Internet Service Provider, a company or organization that provides internet access for a fee.
ISPs are always connected to the internet.

Connection Methods

ISDN (Integrated Services Digital Network)

TV Cable
DSL
3G and 4G
WiFi

Required Components

Computer, modem, and telephone line.

First Steps with a Web Browser

Opening Internet Explorer

Click Start > All Programs > Internet Explorer

Click the Internet Explorer icon on the desktop or taskbar.

Basic Layout and Closing a Web Browser

Title Bar: Contains minimize, restore, and close buttons.

New Tab: Allows opening multiple pages within the browser.
Menu Bar: Contains options like File, Edit, and View.
Toolbar: Shortcut icons for menu bar options.
Address Bar: Displays the URL of the open web page.
Progress Bar: Shows the completion percentage of processes.
Browser Pan: The content area displaying text, hyperlinks, and graphics.

Closing a Browser

Click File > Close

Press the X button on the title bar.

Protocols
HTTP: Hypertext Transfer Protocol for transferring web pages.
HTTPS: Secure version of HTTP.
FTP: File Transfer Protocol for accessing files on FTP servers.

Understanding URLs
IP Address and URL

IP Address: Numerical address of a web server (e.g., 203.215.176.42).

URL: Uniform Resource Locator, a character-based address of a web page (e.g., http://vu.edu.pk).

URL Structure

Protocol (http)
Domain name (vu.edu.pk)
Path (e.g., /cgi-bin/neomail.pl)

Search Engines
Definition

Programs that search documents for specified keywords and return a list of matching documents
(e.g., Google, AltaVista).

Components
 Spider: Software that searches documents.
Indexing Software: Extracts and stores information from documents in a database.
Search Result Page: Displays the results as hyperlinks.

Web Browser Settings

Changing the Home Page

Click Tools > Internet Options > General > Address.

Opening Web Pages in New Windows

Click File > New > Window.

Stopping a Web Page from Downloading

Click View > Stop or press the Stop button.

Refreshing a Web Page

Press F5, click the Refresh button, or click View > Refresh.

Viewing Previously Visited Sites

Press Ctrl+H or click the history button on the toolbar.

Changing History Settings

Click Tools > Internet Options > History section.

Deleting History

Single Item: Right-click on the item and select delete.

History List: Click Tools > Internet Options > History section to delete.

Browser Help and Customization

Accessing Help

Click Help in the menu bar or press F1.

Modifying the Toolbar

Right-click on the toolbar and choose the desired option from the list.

Changing Web Page View Settings

Click View, choose Zoom, and select the desired zoom value or use Ctrl+ (Zoom in) and Ctrl- (Zoom
out).
Changing Web Page Text Size

Click View, choose Text Size, and select the desired text view option.

Shortcuts

Mentioned Shortcuts:
1. F5: Start slide show from the beginning.
2. Ctrl + M: Create a new slide with the same layout as the current slide.
3. Ctrl + C: Copy the selected text or object.
4. Ctrl + V: Paste the copied text or object.
5. Ctrl + X: Cut the selected text or object.
6. Delete: Delete the selected text or object.
7. F7: Spell check.
8. Ctrl + Z: Undo the last action.
9. Ctrl + Y: Redo the last undone action.
10. Ctrl + P: Print the current document.
11. Alt + Tab: Switch between open applications.
12. Alt + F4: Close the current window.
13. Ctrl + H: Open the history in a web browser.
14. Ctrl + +: Zoom in on a web page.
15. Ctrl + -: Zoom out on a web page.
16. Ctrl + 0: Reset zoom level to default on a web page.

Additional Related Shortcuts:

1. Ctrl + N: Open a new window in the browser or create a new presentation/document.
2. Ctrl + O: Open an existing file.
3. Ctrl + S: Save the current document.
4. Ctrl + F: Find text in the document or web page.
5. Ctrl + A: Select all text or objects in the document.
6. Ctrl + Shift + N: Open a new incognito window in Google Chrome.
7. Ctrl + W: Close the current tab in the browser.
8. Ctrl + T: Open a new tab in the browser.
9. Ctrl + Shift + T: Reopen the last closed tab in the browser.
10. Ctrl + F5: Refresh the web page, ignoring cached content.
11. Ctrl + Shift + Delete: Open the Clear Browsing Data window in most browsers.
12. Alt + D: Select the address bar in a web browser.
13. Ctrl + B: Bold the selected text.
14. Ctrl + I: Italicize the selected text.
15. Ctrl + U: Underline the selected text.
16. Ctrl + K: Insert a hyperlink.
17. Ctrl + Shift + >: Increase font size.
 18. Ctrl + Shift + <: Decrease font size.
19. Ctrl + E: Center-align text.
20. Ctrl + L: Left-align text.
21. Ctrl + R: Right-align text.
22. Ctrl + J: Justify text.

MODULE-6

Opening a Website

To visit a website, you need its URL (Uniform Resource Locator). The URL is typed into the address bar
of the web browser.

Navigating Backward and Forward in a Web Page

To move backward: Click the Backward button or use the keyboard shortcut ALT+LEFT.
To move forward: Click the Forward button or use the keyboard shortcut ALT+RIGHT.
To go to the homepage: Click the Home button.
To view visited websites: Click "View," choose "Go to," and select any visited website.

Hypertext Links

Hypertext is text that links to other information. Clicking on a hypertext link takes you to another page.
Some links may prompt downloads or media streaming.

Hypermedia Links

Pictures
Graphics
Audio
Video

Hyperlink Shape

Clicking on a hyperlink changes the mouse pointer to a hand shape.

Methods to Open Links

 In the same window: Click the link normally.
In a new tab: Right-click the link and select "Open in new tab."
In a new window: Right-click the link and select "Open in new window."

Bookmarking a Web Page

A bookmark saves a webpage for easy access later. Different browsers might call this feature
"Favorites."

Methods to Add Bookmarks

1. Click the Favorite button from the toolbar.

2. Click "Favorite" > "Add to favorites."

Creating a Bookmark Folder and Adding Pages to It

When the favorites list grows long, organize bookmarks into folders.

Steps to Organize:

1. Click "Favorite" > "Organize Favorite."

2. In the dialog box that opens, click "New Folder" to create a folder.

Adding Pages to a Folder:

1. Click "Favorite" > "Add to Favorite."

2. In the dialog box, select the folder from the "Create in" option.
3. Add the page to the folder.

Deleting a Bookmark

To remove web pages or folders from the favorites list:

1. Click "Favorite" > "Organize favorites."

2. Select the folder or page.
3. Click the delete button.

Displaying Bookmarked Pages on the Toolbar

To display favorites as a shortcut on the toolbar:

1. Click "View" > "Toolbar" > "Favorites Bar."

Viewing the Favorites List

To view favorites on the left side of the screen:

1. Click the Favorites Star Button from the right side of the toolbar.

Copying Text from a Web Page to a Document

To duplicate text from a webpage to another location:

1. Select the text.

2. Click "Edit" > "Copy" or press Ctrl+C.
3. To paste, select the target location and click "Edit" > "Paste" or press Ctrl+V.

Copying an Image from a Web Page to a Document

1. Select the image.

2. Click "Edit" > "Copy" or press Ctrl+C.
3. To paste, select the target location and click "Edit" > "Paste" or press Ctrl+V.

Copying a URL from a Web Page to a Document

1. Select the URL from the browser.

2. Click "Edit" > "Copy" or press Ctrl+C.
3. To paste, select the target location and click "Edit" > "Paste" or press Ctrl+V.

Saving a Web Page on Hard Disk

To save a webpage for offline access:

1. Click "File" > "Save As."

2. Select the target location on the disk and save.

Saving a Graphic

1. Right-click on the graphic.

2. Select "Save Picture As."
3. Choose the target location and enter the name of the graphic.

Downloading Text Files or Images

Downloading transfers files from a remote computer to the user’s computer.

To download a file:
1. Select the file.
2. Right-click on the file.
3. Select "Save Target As."
To save an image: Follow the same steps as for downloading a file.

Printing a Web Page

To print a web page:

1. Click "File" > "Print."

Search Engines
The World Wide Web contains millions of web pages, making it difficult to find specific information
without the aid of search engines. Search engines help locate information by storing details about web
pages and retrieving relevant results based on keywords or phrases.

Search Engine Software

Search engines use software like:

Spider: Visits many websites simultaneously and indexes their content.

Web Crawler: Similar to spiders, they traverse the web to index information.

How Spiders Work

Spiders visit multiple websites and web servers in parallel.

They create a central repository (database or index) to store URLs and related information.
Spiders periodically update the database with new and revised URLs.

Using Search Engines

Popular search engines include Google, Yahoo, and Bing.

Steps to Use a Search Engine

1. Enter the keyword in the search box.

2. Press enter to get a list of relevant websites.

Searching Specific Sites

To search for an exact phrase, use double quotations (e.g., "best programming tutorials").

Refining and Narrowing Searches

To get more precise results, combine search criteria using Boolean operators.

Boolean Operators

AND: Retrieves pages containing all specified words (e.g., Hardware AND Software).
OR: Retrieves pages containing either word (e.g., Hardware OR Software).
NOT: Excludes pages containing the specified word (e.g., Hardware NOT Software).

Note: Write Boolean operators in capital letters.

Advanced Search

For more specific results, use advanced search options:

Click on "Advanced Search" in the search engine settings.

Use filters to search for images, videos, books, etc.

Email Application
Objectives
Understand email applications
Learn to configure an email account
Learn how to receive and read emails

Email Applications
Email applications are used to send and receive emails. Examples include Microsoft Outlook,
IncrediMail, and Windows Live Mail.

Using Microsoft Outlook

1. Click the Start button.

2. Click "All Programs."
3. Click "Microsoft Office."
4. Select "Microsoft Outlook."

Email Account Setting

1. Click "File."
2. Select "Account Settings" and click "New."
3. Choose "Manually configure server settings or additional server types."
4. Select "Internet Email" and click "Next."
5. Fill out the form with your email server information.
6. Click "Existing Outlook Data File."
7. Click "More Settings" and fill out the form.
8. Click "OK."
9. Test account settings.
10. Click "Next" and then "Finish."

Microsoft Outlook Layout

Ribbon: Contains tabs and commands.

Navigation Pane: Lists folders and email accounts.
Content Area: Displays the list of emails.
Reading Pane: Shows the content of selected emails.

Receiving and Reading Email

1. Click "Inbox" in the Navigation Pane.

2. Click "Send and Receive" in the Home ribbon.

Marking Messages as Read/Unread

To mark a message as read: Right-click the message and select "Mark as read."
To mark a message as unread: Right-click the message and select "Mark as unread."

Writing and Sending Email

1. Click "New" in the Home tab.

2. Enter the recipient's email address in "To."
3. Enter the subject.
4. Write the message in the text area.
5. Click "Send."

Responding to Email

1. Click on the email message.

2. Click "Reply" or "Reply All" in the Home tab.
3. Write your reply.
4. Click "Send."

Copying and Pasting Email Text

1. Select the text from the reading pane.

2. Right-click and select "Copy."
3. In a new email, right-click in the message area and select "Paste."

Cutting and Pasting Email Text

1. Select the text from the reading pane.

2. Right-click and select "Cut."
3. In a new email, right-click in the message area and select "Paste."

Email Signature Setting

 1. Click "New Email."
2. Click the "Signature" button in the Message tab.
3. Click "New" and write "CPL."
4. Enter details in "Edit Signature."
5. Click "OK."

Inserting Signature in an Email

1. Click "New Email."

2. Click in the message area.
3. Click "Signature" and select "CPL."

Proofreading Emails

1. Click the "Review" tab.

2. Click "Spell & Grammar" to check for errors.

Downloading File Attached in Email

1. Open the received email.

2. Right-click the attached file.
3. Select "Save As."

Attaching File to Email

1. Click "New Email."

2. Click "Attach File" in the Message tab.
3. Locate your file and click "Insert."

Searching for Email Messages

Enter relevant keywords in the search box in the content area to find specific emails.

Closing the Email Application

Click the cross button in the top-right corner.

Managing Email
An abundance of emails can clutter your inbox or sent folder. Good email management practices
include:

1. Creating new folders for messages.

2. Saving messages to your hard disk.
3. Deleting unwanted or read messages.
Creating an Address Book
An address book in an email program functions like a diary, storing the names, phone numbers, email
addresses, and other related information of your contacts.

Adding a Mail Address to Address List

1. Click "New Item" in the Home tab.

2. Click "Contact."
3. In the new window, enter the contact's name and email address.
4. Click "Save and Close."

Creating a Contact Group

A Contact Group contains email addresses of specific groups, such as Friends, Sales, or Purchase
groups.

Steps to Create a Contact Group

1. Click "Contact" from the Navigation pane.

2. Click "New Contact Group."
3. Write the group name.
4. Click "Add Members" and choose the required option.

Deleting a Mail Address from the Address List

1. Select the email contact(s) from the address book with a single click.
2. Click "Remove Member" or right-click the contact name and select "Delete" from the drop-down
menu.
3. The contact(s) will be deleted.
4. To delete the entire address book, click the "Delete Group" button.

Creating a Folder
Organizing messages into different folders helps manage emails efficiently. You can create as many
folders as needed.

Steps to Create a New Folder

1. Go to the "Folder" tab.

2. Click "New Folder."
3. Enter the name of the new folder and specify its location.

Moving Messages to a Folder

To save a message in a new folder:

1. Select the message in the inbox.

 2. Right-click on the message.
3. Choose "Move."
4. Click the folder where you want to move the message and click "OK."

Sorting Messages
Email messages can be sorted by date, subject, and sender name.

Steps to Sort Messages

1. Open the inbox.

2. Click "Arrange by" in the content area.
3. Choose an option to sort by your preference (e.g., date).

Message Tagging and Flagging

Tagging Messages

1. Click "New Message."

2. Click "High Importance" or "Low Importance" in the Message tab.

Flagging Messages

Flagging helps prioritize emails that need urgent replies.

To Apply a Flag:

1. Select a message in the inbox folder.

2. Click "Follow Up" in the Home tab.

To Remove a Flag:

1. Right-click on the flagged message.

2. Select "Clear Flag."

Deleting Messages
1. Right-click on the message you want to delete from the inbox.
2. Select "Delete" from the menu. The email will be moved to the "Deleted Items" folder.

Undeleting a Message
1. Open the "Deleted Items" folder.
2. Right-click the message you want to undelete.
3. Select "Move to folder" and choose "Inbox."
Mentioned Shortcuts:
1. ALT + LEFT: Move backward in visited websites.
2. ALT + RIGHT: Move forward in visited websites.
3. Ctrl + C: Copy the selected text or object.
4. Ctrl + V: Paste the copied text or object.
5. Ctrl + +: Zoom in on a web page.
6. Ctrl + -: Zoom out on a web page.
7. Ctrl + H: Open the history in a web browser.
8. F5: Refresh a web page.
9. Ctrl + F: Find text in the document or web page.
10. Ctrl + P: Print the current document.
11. Ctrl + S: Save the current document.
12. Ctrl + N: Open a new window in the browser or create a new presentation/document.
13. Ctrl + O: Open an existing file.
14. Ctrl + W: Close the current tab in the browser.
15. Ctrl + T: Open a new tab in the browser.
16. Ctrl + Shift + T: Reopen the last closed tab in the browser.
17. Ctrl + Shift + Delete: Open the Clear Browsing Data window in most browsers.
18. Alt + Tab: Switch between open applications.
19. Alt + F4: Close the current window.
20. Ctrl + A: Select all text or objects in the document.
21. F1: Open help in the current application.
22. Ctrl + Shift + N: Open a new incognito window in Google Chrome.

Additional Related Shortcuts:

1. Ctrl + D: Bookmark the current page.
2. Ctrl + Shift + B: Show or hide the bookmarks bar.
3. Ctrl + J: Open the downloads page.
4. Ctrl + K: Move the cursor to the address bar (in some browsers).
5. Ctrl + L: Select the address bar.
6. Ctrl + U: View the page source.
7. Ctrl + Shift + P: Open a new private browsing window (in some browsers).
8. Ctrl + E: Center align the text.
9. Ctrl + L: Left align the text.
10. Ctrl + R: Right align the text.
11. Ctrl + J: Justify the text.
12. Ctrl + B: Bold the selected text.
13. Ctrl + I: Italicize the selected text.
14. Ctrl + U: Underline the selected text.
15. Ctrl + Shift + L: Create a bullet list.
16. Ctrl + Shift + >: Increase font size.
17. Ctrl + Shift + <: Decrease font size.
18. Ctrl + Z: Undo the last action.
19. Ctrl + Y: Redo the last undone action.
 20. Ctrl + Shift + A: Open the extensions page.
21. F11: Toggle full screen mode.
22. Ctrl + Shift + S: Save the document as a new file.
23. Ctrl + Shift + F: Find and replace text.
24. Ctrl + B: Open bookmarks manager (in some browsers).

PAST PAPERS

What type of computer is suitable for mobile use and why?

A computer suitable for mobile use is known as a mobile computer. These devices are small in size and
easy to carry, making them ideal for use on the go. They are equipped with internet connectivity and
other accessories, allowing users to easily access the internet and perform various tasks.

What is the difference between closing and exiting?

Close: When you close a document, you only close that specific document but not the software. For
example, closing a document in Microsoft Word or Excel leaves the software open.

Exit: When you exit, you close the entire software along with all open documents. For example, exiting
Microsoft Word or Excel closes the software as well as any open documents.

How can we insert clip art in a PowerPoint presentation?

To insert clip art in a PowerPoint presentation:

1. Select the clip art you want to use.

2. Copy it using CTRL+C.
3. Paste it onto the PowerPoint slide using CTRL+V.

How can we delete a bookmark?

To delete a bookmark:

1. Go to Favorites.
2. Bring the mouse pointer to the bookmark you want to delete.
 3. Follow the specific steps in your browser to remove the bookmark (e.g., right-click and select
'Delete' or use the 'Remove' option).

Question No: 31 (Marks: 3)

Describe the function of the following shortcut keys in PowerPoint:

CTRL+W: Closes the current slide.

CTRL+S: Saves the current presentation.
ALT+F4: Closes the PowerPoint application.

Question No: 32 (Marks: 3)

How can we mark a message as unread or read?

Read:
Go to the message and click on it to mark it as read.

Unread:
Click on the message to open it, then select the option to mark it as unread.

Question No: 33 (Marks: 3)

How can we delete cell contents?

To delete cell contents:

1. Click on the cell.

2. Press the delete key on the keyboard.

Question No: 34 (Marks: 5)

What is electronic mailing? Give its basic concept and usage.

Electronic mailing, also known as email, functions similarly to traditional mail but requires both the
sender and receiver to have computers to read and send messages. The sender composes an email by
clicking on 'Compose Mail,' entering the recipient's email address in the 'To' field, typing the message,
and sending it to the recipient's computer.

Usage:

It is the fastest way of communication in the world.

Business professionals benefit greatly from using emails.
It is very cost-effective.
It provides quick and efficient communication.

What are computer viruses?

Computer viruses are malicious software designed to harm or disrupt computers. They can damage
hardware, slow down internet speeds, and negatively affect computer performance.

Question No: 35 (Marks: 5)

What is slide transition? What is the method of adding a transition in PowerPoint slides?

Slide transition is an important feature in presentations that allows slides to change automatically
without clicking the mouse. It enhances the flow of a presentation.

Method of Adding Transition:

1. Go to the 'Animations' tab in PowerPoint.

2. Select 'Transition.'
3. Choose the desired transition effect.
4. Set the timing for the transition (e.g., 10 seconds).

Question No: 36 (Marks: 5)

How can we modify column widths and row heights?

Column Widths:

1. Select the column.

2. Right-click and select 'Column Width.'
3. Enter the desired width and confirm.

Row Heights:

1. Select the rows you want to modify.

2. Right-click at the border area of the rows and select 'Row Height.'
3. Enter the desired height and confirm.

What is the meaning of #VALUE! if shown as an error in MS Excel?

The #VALUE! error in MS Excel indicates that there is an issue with the type of value in the formula or
function. It usually occurs when a formula contains text when a number is expected or if a cell
reference in the formula is invalid.

Question No: 32 (Marks: 1)

In PowerPoint, which shortcut key is used to save a presentation file?

The shortcut key to save a presentation file in PowerPoint is CTRL+S.

Question No: 33 (Marks: 2)

How can we insert clip art in a PowerPoint presentation?

To insert clip art in a PowerPoint presentation:

 1. Go to the 'Insert' tab.
2. Click on 'Clip Art.'
3. Use the search box to find the desired clip art.
4. Select the clip art and click 'Insert' or double-click it to add it to the slide.

Question No: 34 (Marks: 2)

How can we display a bookmarked web page?

To display a bookmarked web page:

1. Open your web browser.

2. Go to the 'Bookmarks' or 'Favorites' menu.
3. Click on the bookmark you want to display. The web page will open in the browser.

Question No: 35 (Marks: 3)

How can we insert a picture, image, or drawn object into a master slide?

To insert a picture, image, or drawn object into a master slide:

1. Go to the 'View' tab.

2. Select 'Slide Master.'
3. In the slide master view, select the master slide or the layout where you want to insert the object.
4. Go to the 'Insert' tab.
5. Choose 'Picture,' 'Shapes,' or 'Icons' and insert the desired object.
6. Adjust the size and position as needed.
7. Close the master view by clicking 'Close Master View.'

Question No: 36 (Marks: 3)

Describe the function of the following shortcut keys in PowerPoint:

CTRL+H: Opens the 'Find and Replace' dialog box.

CTRL+S: Saves the current presentation.
B: Toggles the screen to black during a slide show presentation. Pressing 'B' again resumes the
presentation.

Question No: 37 (Marks: 3)

Describe the function of the following shortcut keys in PowerPoint:

CTRL+H: Opens the 'Find and Replace' dialog box.

CTRL+S: Saves the current presentation.
B: Toggles the screen to black during a slide show presentation. Pressing 'B' again resumes the
presentation.

Question No: 38 (Marks: 5)

a. Write down the procedure of searching any information on the web.

1. Open your web browser.

2. Navigate to a search engine (e.g., Google, Bing).
3. Type your query or keywords related to the information you are seeking in the search bar.
4. Press Enter or click the search button.
5. Browse through the search results and click on the links that seem most relevant to your query.

b. How can we use bookmarks in web navigation?

1. To bookmark a page, navigate to the desired web page.

2. Click on the 'Bookmarks' or 'Favorites' button in your browser (often represented by a star icon).
3. Select 'Add Bookmark' or 'Add to Favorites.'
4. Name the bookmark and choose a folder to save it in, then click 'Done.'
5. To use a bookmark, go to the 'Bookmarks' or 'Favorites' menu, and click on the bookmark to open
the web page.

Question No: 39 (Marks: 5)

Let's say you have a presentation in PowerPoint of around 20 slides. Write steps to find the
word "Powerpoint" from the text and then replace it with the new word "MS Power Point."

1. Open your PowerPoint presentation.

2. Press CTRL+H to open the 'Find and Replace' dialog box.
3. In the 'Find what' field, type "Powerpoint."
4. In the 'Replace with' field, type "MS Power Point."
5. Click on 'Replace All' to replace all instances of "Powerpoint" with "MS Power Point" throughout the
presentation.
6. Review the changes to ensure all replacements are correct.

Question No: 40 (Marks: 10)

What is a slide? Explain 4 different views of a presentation in your own words.

A slide is a single page of a presentation, typically containing text, images, charts, and other multimedia
elements. Slides are used to convey information in a structured and visually appealing manner during a
presentation.

Four Different Views of a Presentation:

1. Normal View: The default view where you can edit and design slides. It shows a thumbnail pane
on the left, the current slide in the center, and notes at the bottom.
2. Slide Sorter View: Displays thumbnails of all slides in the presentation, allowing you to easily
rearrange and organize them by dragging and dropping.
3. Reading View: Shows the presentation in a window, providing a way to preview the slides as they
will appear in the slide show without taking up the entire screen.
4. Slide Show View: Displays the slides in full-screen mode, as they will appear during the actual
presentation. This view is used to present the slides to an audience.
Question No: 41 (Marks: 10)

Define Excel's MAX function. Write steps to find the maximum value from the cells C1 to C6
with data 114, 165, 178, 143, 130, 167 using the MAX formula.

Excel's MAX Function: The MAX function in Excel returns the largest value in a given set of values.

Steps to Find the Maximum Value:

1. Open your Excel spreadsheet.

2. Enter the data values (114, 165, 178, 143, 130, 167) into cells C1 to C6.
3. Click on an empty cell where you want the result to appear.
4. Type the formula =MAX(C1:C6) and press Enter.
5. The maximum value (178) will be displayed in the selected cell.

Question No: 29 (Marks: 2)

How can we bookmark a web page?

Solution: To bookmark a web page in Internet Explorer:

1. Select the "Bookmarks" option.

2. Click "Save" in the drop-down menu.
3. Save, edit, or add a bookmark to the web browser to quickly find a site on the Internet. The
bookmarks option is located in the location bar of Internet Explorer.

Question No: 30 (Marks: 2)

Define standard and status bars.

Solution:

Standard Bar: A standard bar contains icons for functions such as file management, printing, editing,
formatting, and calculating. It is located just below the menu bar in an application window.

Status Bar: A status bar is a horizontal area at the bottom of an application window that displays
information about the current state of what you are viewing in the window and any other contextual
information.

Question No: 31 (Marks: 1)

How can we print more than one slide per page in PowerPoint?

Solution: To print more than one slide per page in PowerPoint:

1. Go to the 'File' menu and select 'Print.'

2. In the Print dialog box, under 'Settings,' select the 'Full Page Slides' dropdown.
 3. Choose the 'Handouts' option and select the number of slides per page you want (e.g., 2, 3, 4, 6,
9).
4. Click 'Print' to print the slides.

Question No: 32 (Marks: 3)

Describe the function of the following shortcut keys in PowerPoint:

Description Column B

CTRL+Y: Redo an action that has just been undone.

CTRL+N: Creates a new presentation window.
CTRL+O: Opens a search dialog to open a saved file on the computer.

Question No: 33 (Marks: 3)

How can we change the web browser home page/start page?

Solution: To change the web browser home page/start page:

1. Open your web browser.

2. Go to the 'Settings' or 'Preferences' menu.
3. Look for the 'Home page' or 'Startup' section.
4. Enter the URL of the page you want to set as your home page.
5. Save the changes.

Question No: 34 (Marks: 5)

a. What is electronic mailing? Give its basic concept and usage.

Solution: Electronic mailing, also known as E-mail, is the electronic transmission of messages, letters,
and documents. It allows for point-to-point communication where text files, and other media such as
sounds, graphics, and links, can be sent and received quickly. The basic concept of e-mail is to facilitate
quick communication without the delays associated with traditional postage systems.

Usage:

E-mail is used for non-urgent conversations and ongoing dialogues.

It eliminates interruptions associated with phone conversations.
Allows for asynchronous communication, benefiting both the sender and recipient in a busy
society.

b. What are Computer Viruses?

Solution: A computer virus is a program that can copy itself and infect a computer. Viruses can spread
to other computers by infecting files on a network file system or a file system accessed by another
computer. They are a type of malware that can cause harm to computer systems and data.

Example: Trojan horses are a type of malware that can disguise themselves as legitimate software.
Question No: 35 (Marks: 5)

What is slide layout? Is there any way to change the default layout of the slide?

Solution:

Slide Layout: Slide layout refers to the arrangement of elements on a slide, such as titles, text boxes,
images, tables, charts, and other objects. PowerPoint provides various predefined slide layouts to help
organize content effectively.

Changing the Default Layout: Yes, you can change the default layout of a slide in PowerPoint:

1. Go to the 'View' tab and select 'Slide Master.'

2. In Slide Master view, select the slide master or the specific layout you want to change.
3. Make the desired changes to the layout (e.g., add or remove placeholders, adjust positions).
4. Close the master view by clicking 'Close Master View.'
5. The changes will apply to all slides that use that layout in your presentation.

Question No: 1 (Marks: 3)

Use MS Word to format the following:

H₂O, SO₂, H₂SO₄

Solution:

To format the chemical formulas in MS Word to show subscripts:

1. Type the text: H2O, SO2, H2SO4.

2. Select the '2' in H2O.
3. Right-click and select 'Font'.
4. In the Font dialog box, check the 'Subscript' option and click 'OK'.
5. Repeat steps 2-4 for the '2' in SO2 and '2' and '4' in H2SO4.

After formatting, the text will appear as:

H₂O
SO₂
H₂SO₄

Question No: 2 (Marks: 5)

Suppose we have some data in an MS Excel file. Write all steps to find the minimum value from
cells C1 to C6 with data 114, 165, 178, 143, 130, 179 using the MIN formula.

Solution:

1. Open your MS Excel file.

2. Enter the data into cells C1 to C6: 114, 165, 178, 143, 130, 179.
 3. Click on an empty cell where you want the result to appear.
4. Type the formula =MIN(C1:C6).
5. Press Enter.

The minimum value (114) will be displayed in the selected cell.

Question No: 3 (Marks: 5)

Write steps to add www.amazon.com to your favorite list with the name "Shopping Website".

Solution:

1. Open your web browser and navigate to www.amazon.com.

2. Click on the 'Favorites' or 'Bookmarks' menu.
3. Select 'Add to Favorites' or 'Bookmark This Page'.
4. In the dialog box, enter "Shopping Website" as the name.
5. Click 'Add' or 'Save'.

Question No: 4 (Marks: 5)

Prepare a PowerPoint slide as follows:

Solution:

1. Open PowerPoint and create a new slide.

2. In the title box, type "Virtual University of Pakistan".
3. Highlight the text and set the font to Arial Black, size 32.
4. Right-click on the slide background and select 'Format Background'.
5. Choose an orange color and apply it.
6. Insert a table as specified in the given task.
7. Copy the slide (CTRL+C) and paste it in the exam application.

Question No: 5 (Marks: 5)

Write four ways to connect your computer to the internet.

Solution:

1. Wi-Fi: Connect to a wireless network using a Wi-Fi adapter.

2. Ethernet: Use an Ethernet cable to connect to a wired network.
3. Mobile Hotspot: Use a smartphone or mobile device to create a hotspot.
4. DSL/Cable Modem: Connect via a Digital Subscriber Line (DSL) or cable modem.

Question No: 6 (Marks: 3)

Name any three web browsers.

Solution:

1. Google Chrome
2. Mozilla Firefox
 3. Microsoft Edge

Question No: 7 (Marks: 3)

Write any three types of slide layout designs in PowerPoint.

Solution:

1. Title Slide
2. Title and Content
3. Section Header

Question No: 8 (Marks: 5)

Question comes from Microsoft Word where you want to apply format styling.

Solution:

To apply format styling in Microsoft Word:

1. Highlight the text you want to format.

2. Go to the 'Home' tab.
3. Select a style from the 'Styles' group (e.g., Heading 1, Heading 2, Normal).
4. Customize the style by right-clicking on it and selecting 'Modify'.

Question No: 9 (Marks: 5)

How can we save any image from a website?

Solution:

1. Right-click on the image you want to save.

2. Select 'Save Image As' or 'Save Picture As'.
3. Choose the destination folder on your computer.
4. Enter a file name and select a file format (e.g., .jpg, .png).
5. Click 'Save'.

Question No: 10 (Marks: 5)

Some values were shown in an Excel sheet, and you have to identify if the given SUM formula is
right or wrong. If wrong, then how?

Solution:

1. Check the range of cells included in the SUM formula.

2. Ensure that the formula is correctly written (e.g., =SUM(A1:A10)).
3. Verify that all cells in the specified range contain numeric values.
4. If any errors are found, correct them and re-enter the formula.

Question No: 41 (Marks: 2)

What is the difference between closing and exiting?

Solution:

Closing: Removes the particular part of the program, such as a document or file, but keeps the
software running (e.g., closing a document in Word).

Exiting: Shuts down the entire software application along with any open documents or files (e.g.,
exiting Microsoft Word).

Question No: 42 (Marks: 2)

How can we print more than one slide per page in PowerPoint?

Solution:

1. Go to the 'File' menu and select 'Print'.

2. Under 'Settings', select 'Full Page Slides'.
3. Choose 'Handouts' and select the number of slides per page.
4. Click 'Print'.

Question No: 43 (Marks: 2)

How can we bookmark a web page?

Solution:

To bookmark a web page in Internet Explorer:

1. Select the "Bookmarks" option.

2. Click "Save" in the drop-down menu.
3. Save, edit, or add a bookmark to the web browser. The bookmarks option is located in the
location bar of Internet Explorer.

Question No: 44 (Marks: 2)

Define standard and status bars.

Solution:

Standard Bar: Contains icons for functions such as file management, printing, editing, formatting, and
calculating. Located just below the menu bar in an application window.

Status Bar: A horizontal line of information displayed at the bottom of an application window,
reporting the current status of the program or the data contents in the window.

Question No: 45 (Marks: 3)

Describe the function of the following shortcut keys in PowerPoint:

Description Column B
 CTRL+Y: Redo an action that has just been undone.
CTRL+N: Creates a new presentation window.
CTRL+O: Opens a search dialog to open a saved file on the computer.

Question No: 46 (Marks: 3)

How can we change the web browser home page/start page?

Solution:

1. Open your web browser.

2. Go to 'Settings' or 'Preferences'.
3. Look for the 'Home page' or 'Startup' section.
4. Enter the URL of the page you want to set as your home page.
5. Save the changes.

Question No: 47 (Marks: 3)

a. What is electronic mailing? Give its basic concept and usage.

Solution:

Electronic mailing, also known as E-mail, is the electronic transmission of messages, letters, and
documents. It allows for point-to-point communication where text files, and other media such as
sounds, graphics, and links, can be sent and received quickly. The basic concept of e-mail is to facilitate
quick communication without the delays associated with traditional postage systems.

Usage:

E-mail is used for non-urgent conversations and ongoing dialogues.

It eliminates interruptions associated with phone conversations.
Allows for asynchronous communication, benefiting both the sender and recipient in a busy
society.

b. What are Computer Viruses?

Solution:

A computer virus is a program that can copy itself and infect a computer. Viruses can spread to other
computers by infecting files on a network file system or a file system accessed by another computer.
They are a type of malware that can cause harm to computer systems and data.

Example: Trojan horses are a type of malware that can disguise themselves as legitimate software.

Question No: 48 (Marks: 3)

What is slide layout? Is there any way to change the default layout of the slide? If yes, then
explain in your own words.

Solution:
Slide Layout: Slide layout refers to the arrangement of elements on a slide, such as titles, text boxes,
images, tables, charts, and other objects. PowerPoint provides various predefined slide layouts to help
organize content effectively.

Changing the Default Layout: Yes, you can change the default layout of a slide in PowerPoint:

1. Go to the 'View' tab and select 'Slide Master'.

2. In Slide Master view, select the slide master or the specific layout you want to change.
3. Make the desired changes to the layout (e.g., add or remove placeholders, adjust positions).
4. Close the master view by clicking 'Close Master View'.
5. The changes will apply to all slides that use that layout in your presentation.

Question No: 49 (Marks: 5)

How can we modify column widths and row heights?

Solution:

1. Place the mouse on the edge of the column or row grid.

2. When the pointer changes shape, drag it to adjust the width or height.
3. Alternatively, right-click on the column or row header, select 'Column Width' or 'Row Height', and
enter the desired value.

Question No: 50 (Marks: 5)

What is the difference between closing and exiting?

Solution:

Close: Only closes the document but not the software (e.g., closing a document in Word or Excel).

Exit: Closes the entire software along with all open documents (e.g., exiting Microsoft Word or Excel).

Question No: 51 (Marks: 5)

How can we insert clip art in a PowerPoint presentation?

Solution:

1. Go to the 'Insert' tab.

2. Click on 'Clip Art'.
3. Use the search box to find the desired clip art.
4. Select the clip art and click 'Insert' or double-click it to add it to the slide.

Question No: 52 (Marks: 5)

How can we delete a bookmark?

Solution:

1. Go to 'Favorites' or 'Bookmarks'.
 2. Find the bookmark you want to delete.
3. Right-click on the bookmark and select 'Delete'.

Additional Questions

Question: What is a cell in Excel?

Solution: In Excel, a cell is the intersection of a row and a column. It is the basic unit where data is
entered and stored.

Question: What is an absolute address in Excel?

Solution: An absolute address in Excel is a cell reference that remains constant even if the formula is
copied or moved to another cell. It is denoted by a dollar sign before the column and row references
(e.g., $C$4).

Question: What is a relative address in Excel?

Solution: A relative address in Excel is a cell reference that changes when the formula is copied or
moved to another cell (e.g., C4).

Question: What is bandwidth?

Solution: Bandwidth refers to the amount of data, instructions, and information that can travel over a
communications channel.

Question: What is a password?

Solution: A password is a private combination of characters associated with a user name that allows
access to certain computer resources.

Question: What is e-mail spam?

Solution: E-mail spam, also known as junk mail, is an unsolicited e-mail message sent to many
recipients at once.

Question: What does the SUM formula do in Excel?

Solution: The SUM formula in Excel adds all the numeric values in a specified range of cells, ignoring
non-numeric values.

Question: What is the shortcut key to print in most applications?

Solution: The shortcut key to print in most applications is CTRL+P.