lab no · 2021. 3. 4. · lab no.12 object: formatting in microsoft word, excel and powerpoint...

INTRODUCTION TO COMPUTING FUNDAMENTALS (ELS-133L) SSUET/QR/112

BSc Technology Electronic Engineering Department

Sir Syed University of Engineering & Technology University Road, Karachi 75300 http://www.ssuet.edu.pk

LAB NO.12

Object: Formatting in Microsoft Word, Excel and PowerPoint

Theory: Microsoft Office 2016 is the newest version of Microsoft Office, offering

features that provide users with better functionality and easier ways to work with

the various files they create. This version of Office also is designed to work more

optimally on mobile devices and online.

Microsoft Office 2016 Apps Microsoft Office 2016 includes a wide variety of

apps, such as Word, PowerPoint, Excel, Access, Outlook, Publisher etc.

Microsoft Word 2016, or Word, is a full-featured word processing app that

allows you to create professional-looking documents and revise them easily.

Microsoft PowerPoint 2016, or PowerPoint, is a complete presentation app that

enables you to produce professional-looking presentations and then deliver them

to an audience.

Microsoft Excel 2016, or Excel, is a powerful spreadsheet app that allows you to

organize data, complete calculations, make decisions, graph data, develop

professional-looking reports, publish organized data to the web, and access real-

time data from websites.

Running and Using an App

To use an app, you must instruct the operating system to run the app. Windows provides

many different ways to run an app, one of which is presented in this section (other ways

to run an app are presented throughout this module). After an app is running, you can use

it to perform a variety of tasks. The following pages use Word to discuss some elements

of the Office interface and to perform tasks that are common to other Office apps.

Word Word is a full-featured word processing app that allows you to create many types of

personal and business documents, including flyers, letters, memos, resumes, reports, fax

cover sheets, mailing labels, and newsletters. Word also provides tools that enable you to

create webpages and save these webpages directly on a web server. Word has many

features designed to simplify the production of documents and add visual appeal. Using

Word, you easily can change the shape, size, and color of text. You also can include

borders, shading, tables, images, pictures, charts, and web addresses in documents.




To Run an App Using the Start Menu and Create a Blank Document Across the bottom of the Windows 10 desktop is the taskbar. The taskbar contains the

Start button, which you use to access apps, files, folders, and settings. A folder is a

named location on a storage medium that usually contains related documents.

Clicking the Start button displays the Start menu. The Start menu allows you to access

programs, folders, and files on the computer or mobile device and contains commands

that allow you to start programs, store and search for documents, customize the computer

or mobile device, and sign out of a user account or shut down the computer or mobile

device. A menu is a list of related items, including folders, programs, and commands.

Each command on a menu performs a specific action, such as saving a file or obtaining

help.

Click the Start button on the Windows 10 taskbar to display the Start menu.

Click All apps at the bottom of the left

pane of the Start menu to display a list of apps installed on the computer or

mobile device. If necessary, scroll to display the app you wish to run.

If the app you wish to run is located in a folder, click or scroll to and then click

the folder in the All apps list to display a list of the folder’s contents.

Click, or scroll to and then click, the program name (Microsoft Word 2016, in

this case) in the list to run the selected program.




Click

the Blank

document thumbnail on the Word start screen to create a blank Word document in the

Word window.

If the app window is not maximized already, click the Maximize button next to the Close

button on the window’s title bar.




Word Document Window, Ribbon, and Elements Common to Office Apps The Word window consists of a variety of components to make your work more efficient and

documents more professional. These include the document window, ribbon, Tell Me box, mini

toolbar, shortcut menus, Quick Access Toolbar, and Microsoft Account area.

Scroll Bars You use a scroll bar to display different portions of a document in the

document window. At the right edge of the document window is a vertical scroll bar. If a

document is too wide to fit in the document window, a horizontal scroll bar also appears at the

bottom of the document window.

Status Bar The status bar, located at the bottom of the document window above

the Windows taskbar, presents information about the document, the progress of

current tasks, and the status of certain commands and keys; it also provides controls for viewing

the document.

Ribbon The ribbon, located near the top of the window below the title bar, is the

control center in Word and other Office apps. The ribbon provides easy, central access to the

tasks you perform while creating a document. The ribbon consists of tabs, groups, and

commands. Each tab contains a collection of groups, and each

group contains related commands.




Some groups on the ribbon have a small arrow in the lower-right corner, called a Dialog

Box Launcher, that when clicked, displays a dialog box or a task pane with additional

options for the group. When presented with a dialog box, you make selections and must

close the dialog box before returning to the document.

Tell Me Box The Tell Me box, which appears to the

right of the tabs on the ribbon, is a type of search box

that helps you to perform specific tasks in an Office

app. As you type in the Tell Me box, the word-

wheeling feature displays search results that are

refined as you type. For example, if you want to

center text in a document, you can type “center” in

the Tell Me box and then select the appropriate

command. The Tell Me box also lists the last five

commands accessed from the box.

Quick Access Toolbar The Quick Access Toolbar,

located initially (by default) above the ribbon at the

left edge of the title bar, provides convenient, one-click access to frequently used commands.

The commands on the Quick Access Toolbar always are available, regardless of the task you are

performing.

KeyTips If you prefer using the keyboard instead of the mouse, you can press the ALT key on

the keyboard to display KeyTips, or keyboard code icons, for certain

Commands.

Microsoft Account Area In this area, you can use the Sign in link to sign in to your

Microsoft account. Once signed in, you will see your account information, as well as a picture if

you have included one in your Microsoft account.




Lab Task#01:

Follow these steps and take snapshot of your of this task.

To Collapse and Expand the Ribbon and Use Full Screen Mode.

Follow these steps.

Click the ‘Collapse the Ribbon’ (CTRL+F1) button on the ribbon (shown in Figure) to

collapse the ribbon.

Click Home on the ribbon to expand the Home tab and select the ‘Collapse the Ribbon’or

Click the ‘Pin the ribbon’ button on the expanded Home tab to restore the ribbon.

Click the ‘Ribbon Display Options’ button to display the Ribbon Display Options menu.

Click Auto-hide Ribbon to hide all the commands from the screen.

Click the ellipsis to temporarily display the ribbon.

Click the ‘Ribbon Display Options’ button to display the Ribbon Display Options menu.

Click ‘Show Tabs and Commands’ to exit Full Screen mode.




Lab Task #02:

Create a BIODATA or Resume.

Write down all short cut keys for all tabs commands like New, Save , Save As, Font

Bold, Increase Font Size.

Using Functions in MS-Excel

To familiarize students with the use of functions.

THEORY: The following worksheet shall be used in MS-Excel to familiarize students with the

working of formulas in MS-Excel. Two snapshots of the required worksheet

configuration are given below:

Figure 7-1




Figure 7-2

With Excel, one can enter functions using one of five methods: (1) keyboard or pointer;

(2) the Insert Function button in the formula bar; (3) the Sum menu; (4) the Sum button

(Formulas tab | Function Library group); and (5) the Name box area in the formula bar.

The method you choose will depend on your typing skills and whether you can recall the

function name and required arguments.

In the following sections, three of these methods will be used. The Insert Function button

in the formula bar method will be used to determine the highest number of dependents.

The Sum menu will be used to determine the lowest number of dependents. The keyboard

and pointer will be used to determine the average number of dependents.

Use of MAX Function

1.

• Select the cell to contain the maximum number, cell C14 in this case.

• Click the Insert Function button in the formula bar to display the Insert Function dialog

box.

• Click MAX in the Select a function list (Insert Function dialog box; Figure 7 –3). You

may need to scroll.




Figure 7-3

2.

• Click the OK button (Insert Function dialog box) to display the Function Arguments

dialog box.

• Replace the text in the Number1 box with the text, c4:c12 (Function Arguments dialog

box) to enter the first argument of the function (Figure 74).

Figure 7-4 3.

• Click the OK button (Function Arguments dialog box) to display the highest value in

the chosen range in cell C14 (Figure 7 – 5).




Figure 7-5

Use of MIN Function The next step is to enter the MIN function in cell C15 to determine the lowest (minimum)

number in the range C4:C12. Although you can enter the MIN function using the method

used to enter the MAX function, the following steps illustrate an alternative method using

the Sum button (Home tab | Editing group).

1.

• Select cell C15 and then click the Sum arrow (Home tab | Editing group) to display the

Sum menu (Figure 7–6).

Figure 7-6

2.

• Click Min to display the MIN function in the formula bar and in the active cell (Figure

7–7).




Figure 7-7

3.

• Click cell C4 and then drag through cell C12 to update the function with the new range

(Figure 7–8).

Figure 7-8

4.

• Click the Enter button to determine the lowest value in the range C4:C12 and display

the result in cell C15 (Figure 7 –9).




Figure 7-8

Use of AVERAGE Function The AVERAGE function sums the numbers in a specified range and then divides the sum

by the number of cells with numeric values in the range. The following steps use the

AVERAGE function to determine the average of the numbers in the range C4:C12.

1.

• Select the cell to contain the average, cell C16 in this case.

• Type =av in the cell to display the Formula AutoComplete list. Press the DOWN

ARROW key to highlight the AVERAGE function (Figure 7–9).

Figure 7-9

2.

• Double-click AVERAGE in the Formula AutoComplete list to select the function.

• Select the range to be averaged, C4:C12 in this case, to insert the range as the argument

to the function (Figure 7–10).




Figure 7-10 3.

• Click the Enter button to compute the average of the numbers in the selected range and

display the result in the selected cell (Figure 7–11).

Figure 7-11

TASKS:

1. Apply and use functions for the sales data of a superstore.

2. Apply and use functions for cricket player’s worksheet.

3. Apply and use functions for movie business worksheet.




Creating and Editing a MS-PowerPoint Presentation

Creating and Editing a Presentation with Pictures

• Select and change a document theme and variant

• Create a title slide and a text slide with a multilevel bulleted list

• Add new slides and change slide layouts

• Insert pictures into slides with and without content placeholders

• Move and resize pictures

• Change font size and color

• Bold and italicize text

• Duplicate a slide

• Arrange slides

• Select slide transitions

THEORY: In this module, you will learn how to perform basic tasks using PowerPoint. The

following roadmap identifies general activities you will perform as you progress through

this module:

1. INSERT the four PRESENTATION SLIDES, using various layouts.

2. ENTER the TEXT for the slides.

3. FORMAT the TEXT on each slide.

4. INSERT GRAPHICAL ELEMENTS, including pictures.

5. SIZE AND POSITION the graphical elements.

6. ENHANCE the SLIDE SHOW by adding a closing slide and transition.

7. DISPLAY the SLIDES.

CHOOSING A DOCUMENT THEME AND VARIANT You easily can give the slides in a presentation a professional and integrated appearance

by using a theme. A document theme is a specific design with coordinating colors, fonts,

and special effects such as shadows and reflections. Several themes are available when

you run PowerPoint, each with a specific name. Using one of the formatted themes makes

creating a professional-looking presentation easier and quicker than using the Blank

Presentation template, where you would need to make all design decisions.

Each theme has a set of four alternate designs, called variants. Each variant has the same

overall composition, but the colors, fonts, and design elements differ. Once you select a

theme, you then can select a variation that best fits your overall design needs. If you later

decide that another theme or variant would better fit the presentation’s general theme,

you can change these elements while you are developing slides.




Fig 6-1

CREATING A TITLE SLIDE When you open a new presentation, the default Title Slide layout appears. The purpose of

this layout is to introduce the presentation to the audience. PowerPoint includes other

standard layouts for each of the themes. The slide layouts are set up in landscape

orientation, where the slide width is greater than its height. In landscape orientation, the

slide size is preset to 10 inches wide and 7.5 inches high when printed on a standard sheet

of paper measuring 11 inches wide and 8.5 inches high. Placeholders are boxes with

dotted or hatch-marked borders that are displayed when you create a new slide. Most

layouts have both a title text placeholder and at least one content placeholder. Depending

on the particular slide layout selected, title and subtitle placeholders are displayed for the

slide title and subtitle; a content text placeholder is displayed for text, art, or a table,

chart, picture, graphic, or movie. The title slide has two text placeholders where you can

type the main heading, or title, of a new slide and the subtitle. With the exception of the

Blank slide layout, PowerPoint assumes every new slide has a title. To make creating a

presentation easier, any text you type after a new slide appears becomes title text in the

title text placeholder. The following steps create the title slide for this presentation.




Fig 6-2

ADDING A NEW SLIDE TO A PRESENTATION With the text for the title slide for the presentation created, the next step is to add the first

text slide immediately after the title slide. Usually, when you create a presentation, you

add slides with text, pictures, graphics, or charts. Some placeholders allow you to double-

click the placeholder and then access other objects, such as videos, charts, diagrams, and

organization charts. You can change the layout for a slide at any time during the creation

of a presentation.

Fig 6-3




INSERTING PICTURES INTO SLIDES

Adding pictures can help increase the visual and audio appeal of many slides. These

images may include photographs, illustrations, and other artwork. If you have a Microsoft

account, you can add pictures from websites, including Flickr and OneDrive. You can

add pictures to your presentation in two ways. One way is by selecting one of the slide

layouts that includes a content placeholder with a Pictures button. A second method is by

clicking the Pictures button in the Images area on the Insert tab. Clicking the Pictures

button opens the Insert Picture dialog box. The Insert Picture dialog box allows you to

search for picture files that are stored on your computer or a storage box allows you to

search for picture files that are stored on your computer or a storage box device. Contact

your instructor if you need the pictures used in the following steps.

Fig 6-4

RESIZING PHOTOS AND ILLUSTRATIONS

Sometimes it is necessary to change the size of pictures and illustrations. Resizing

includes enlarging or reducing the size of a graphic. You can resize these images using a

variety of techniques. One method involves changing the size of a picture by specifying

exact dimensions in a dialog box. Another method involves sliding or dragging one of the

graphic’s sizing handles to the desired location. A selected graphic appears surrounded

by a selection rectangle, which has small circles, called sizing handles or move handles,

at each corner and middle location.




Fig 6-5

BOLD AND ITALICIZE TEXT

Bold characters display somewhat thicker and darker than those that display in a regular font

style. Clicking the Bold button on the mini toolbar is an efficient method of bolding text. To add

more emphasis to the fact that the body needs nature for cooling purposes, you want to bold the

words, every Saturday. The following step bolds this text.

Fig 6-6

DUPLICATE A SLIDE

When two slides contain similar information and have the same format, duplicating one slide and

then making minor modifications to the new slide saves time and increases consistency. Slide 5

will have the same layout and design as Slide 1. The most expedient method of creating this slide

is to copy Slide 1 and then make minor modifications to the new slide. The following steps

duplicate the title slide.




Fig 6-7

ARRANGE A SLIDE

The new Slide 2 was inserted directly below Slide 1 because Slide 1 was the selected

slide. This duplicate slide needs to display at the end of the presentation directly after the

final title and content slide. Why? It is a closing slide that reinforces the concept

presented in Slide 1 and indicates to your audiences that your presentation is ending.

Changing slide order is an easy process and is best performed in the Slides tab. When you

click the thumbnail and begin to drag it to a new location, the remaining thumbnails

realign to show the new sequence. When you release, the slide drops into the desired

location. Hence, this process of sliding or dragging and then dropping the thumbnail in a

new location is called drag and drop. You can use the drag-and-drop method to move any

selected item, including text and graphics. The following step moves the new Slide 2 to

the end of the presentation so that it becomes a closing slide.

Fig 6-8




SELECT SLIDE A TRANSITION

PowerPoint includes a wide variety of visual and sound effects that can be applied to text

or content. A slide transition is a special effect used to progress from one slide to the next

in a slide show. You can control the speed of the transition effect and add a sound.

Fig 6-9

Fig 6-10

lab no · 2021. 3. 4. · lab no.12 object: formatting in microsoft word, excel and powerpoint...

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