MS Excel and PowerPoint Long Answer Type Questions Part 7

Question 1.
What is Cell Reference?
Answer:
In Excel, a cell reference identifies the location a cell or group of cells in the spreadsheet. Sometimes referred to as a cell address, a cell reference consists of the column letter and row number that intersect at the cell’s location. Note that when listing a cell reference, the column letter is always listed first.

• Cell references are used in formulas, functions, charts, and other Excel commands.
• While references often refer to individual cells such as Al, B38, or Z345, they can also refer to a group or range of cells.
• Ranges are identified by the cell references of the cells in the upper left and lower right comers of the range.
• The two cell references used for a range are separated by a colon ( : ) which tells Excel to include all the cells between these start and end points.
• An example of a range of adjacent cells would be B5:D10

Question 2.
Define Chart
Answer:
Charts are visual representations of worksheet data. Charts often makes it easier to understand the data in a worksheet because users can easily pick out patterns and trends illustrated in the chart that are otherwise difficult to see.

Question 3.
How to delete a chart in Excel?
Answer:
In Microsoft Excel, charts are used to make a graphical representation of any set of data. A chart is a visual representation of data, in which the data is represented by symbols such as bars in a bar chart or lines in a line chart.

Excel provides you different types of charts that suit your purpose. Based on the type of data, you can create a chart. You can also change the chart type later.

Excel offers the following major chart types:

• Column Chart
• Line Chart
• Pie Chart
• Doughnut Chart
• Bar Chart
• Area Chart

Deleting Chart Sheet:

• Display the chart sheet.
• Choose Delete Sheet from the Edit menu. Excel asks, if you are sure you want to delete the sheet.
• Click on OK. The chart sheet is deleted

Question 4.
How do you Print Worksheet? Explain
Answer:
The setup for a worksheet or chart sheet can be changed when accessing the Print window. Every time the Print option is selected, Print Preview will be activated.

• Click the File Tab.
• Click Print on the left side of the window to open the Print Window.

• Click the Page Setup link at the bottom of the window.
• The Page Setup dialog box will display
• Choose the Page tab and change the Orientation to either Portrait or Landscape.
• Click the Header and Footer tab.
• Choose either Custom Footer or Custom Header.
  • The Custom Header or Custom Footer dialog box will display
  • Input the information for the Header or Footer.
  • Using the buttons above the Header or Footer boxes to insert items such as Date, Page, Time, File Name, or Sheet Name.
  • When the Header or Footer has been specified, click the OK button to return to the Page Setup window.

• To change the Margins for the worksheet, click the Margins tab.
  • Click the spinner arrows for each Margin to make changes.
  • To center the worksheet on the page both vertically and horizontally, click the check boxes for each of these items.
• Click the Chart tab to choose whether to print the Chart in Draft Quality and/or in Black and White. A Chart must be selected in order for this tab to display in the dialog box.
• To specify other Page Setup options, click the Options button.
• After all the changes have been made, click OK to close the Page Setup dialog box.

Question 5.
Write a short notes on Slide Layouts.
Answer:
A presentation is a collection of slides that convey information to the audience. The name of each slide layout is displayed below the image in the Layout gallery. The first nine layouts in the illustration are the most popular and may be the only ones available on your computer. If there isn’t a layout available that meets a specific need, a custom layout can be created.

• Click the Home Tab.
• Do one of the following:
  • In the Slides Group, click the arrow at the bottom of the New Slide button.
  • In the Slides Group, click the Layout button

• The Slide Layout Gallery will display.

• To apply the layout, click the layout in the gallery.
• The table below provides a description of the each of the slide layouts.

Title Slide: This is the default slide layout when a new presentation is created. It provides placeholders for the title and subtitle of the presentation.

Title and Content: With this layout, it is possible to insert bulleted lists as well as other objects such as Tables, Charts, Pictures, Clip Art, Smart Art Graphics, and Media Clips. A placeholder is provided for adding a title to the slide.

Section Header: This slide layout contains placeholders for a title and a subtitle. It is used to start a new section in a presentation. The layout for the slide is slightly different than the title slide layout.

Two Content: To create a slide with two columns, select this slide layout. The slide has two placeholders where text or other objects may be inserted. There is also a placeholder for inserting a title for the slide.

Comparison: This slide layout is used when a comparison between two items needs to be made. The layout contains an additional text box at the top of each column where a heading for bo% of the columns can be inserted. There is also a placeholder for inserting a slide title.

Title Only: Use this slide layout when the content to be added isn’t one of the designated objects. This is a good layout to use when shapes or other objects are being inserted into a slide. The only placeholder on this slide is the one for the slide title.

Blank: This, is a good layout to use when an Excel chart or a Word table is being inserted into the presentation. This layout does not contain any placeholders.

Content with Caption: When a slide needs to contain content as well as a caption regarding the content, choose this slide layout. The slide will contain placeholders for the caption as well as for inserting text or objects.

Picture with Caption: To insert a picture as well as a caption, select this slide layout. The slide contains a placeholder for inserting the picture on the right side of the slide as well as placeholders for inserting captions on the left side of the slide.

Question 6.
Write a short notes on Slide Master.
Answer:
The slide master is used to change the appearance of each instance of a slide element. If you apply a new design template, modify the color or size of the master text, or change the background color on the slide master, all slides in the presentation that have that layout reflect the change. If you add a graphic to the design slide master, it appears on every slide in the presentation. Likewise, if you modify the layout of the title master, the slides you’ve designated as title slides also change.

To display the slide master, do the following:

• Click the View Tab.
• In the Master Views Group, click the Slide Master button.

• The Master slides for the open presentation will appear in the pane on the left.
  • The slide master for the slide where the insertion point is located will be highlighted.
  • Scroll to the top of the slide masters to display the design slide master.
• Click the Design Slide Master thumbnail.
  • This is the top master in the gallery on the left; the one that is larger than all the others.
  • Move your mouse over the master to display the name of the master.
• The following adjustments can be made to any of the Slide Masters.
  • Make another set of slide masters available to the presentation.
  • Add a new layout with the same background, title, and footer style.
  • Delete a layout.
  • Specify which placeholders will be displayed on a slide layout.
  • Select the theme for the master set.
  • Fine tune the theme for the master set.
  • Control the background color, font, texture, and graphics in the master slide.
  • Set the default page setup for the presentation.
  • Set animations for the content area of the slide master and for other elements in the presentation.

Question 7.
Discuss about Slide Sorter View.
Answer:
This view gives an overview of the whole presentation with miniature slides. The slides appear in the order they were created. Slides may be moved by clicking and dragging the slide to a new location.

• To display Slide Sorter View, do one of the following:
  • Click the View Tab.
  • In the Presentation Views Group, click the Slide Sorter button. (or)
  • Click the Slide Sorter button on the Views Toolbar.

• The slides will appear as shown in the illustration below.

• Move the mouse pointer over the slide to be moved.
• Press and hold down the left mouse button.
• Drag the slide to the desired location.
  • A line will appear while you are dragging, showing where the slide is being moved.
  • When the vertical line appears in the proper location, release the mouse button.
  • The line needs to appear to the left of where the slide is to be inserted.
• The slide should be placed in the proper position.
  • Slides may be rearranged in Normal, Outline View by clicking on the Slide icon and then dragging the slide to the desired position.
  • Slides may also be rearranged in Normal, Slides view by clicking on the Slide and dragging it to the desired location.
• You may also use cut, copy, and paste to move slides to a new location.

MS Excel and PowerPoint Long Answer Type Questions Part 6

Question 1.
Write about Resizing and Scaling of an Object.
Answer:
After inserting an AutoShape or image into your slide, very precise modification to that object may be necessary to achieve the desired effect. For example, after entering text into an AutoShape, you may want to reshape that object without modifying the text.

Resizing AutoShapes to Fit Text
If you have an AutoShape containing text, you may desire automatic resizing whenever the text size changes. You can adjust the AutoShape size to fit the text inside. Then, if you reduce the size of your text, the AutoShape will automatically resize to fit around the text.

Scaling Objects
The Scale command allows you to enlarge or reduce an AutoShape or image by very precise amounts while retaining its original proportions.

• Select the object to be scaled
• From the Format menu, select the option according to the object selected
  • For shapes, select AutoShape…
  • For images, select Picture…
• The Format AutoShape or Format Picture dialog box appears, respectively.
• Select the Size tab

• Under Scale, in the Height and Width text boxes, type the desired percentage of scaling
• To maintain the formatted height and width percentages whenever you resize the object, select Lock aspect ratio
• To find the percentage relative to the size of the original object, select Relative to original picture size
• To find the best size of your object compared to the slide, select Best scale for slide show
• To preview the changes, click PREVIEW
• To accept the changes, click OK (OR) To go back to the original proportions, click RESET

Question 2.
Discuss about Slide Transition in MS PowerPoint.
Answer:
Transitions are motion effects that occur when a presentation moves from slide to slide in Slide Show view and affect how content is revealed.

These transitions determine what will happen when a new slide is displayed during the presentation. There are several different types of transitions available in PowerPoint. To see what each of the transitions look like before applying them, move the mouse pointer over the transition. A Live Preview of the transition will appear in the window.

• Click the Transitions Tab.
• In the Transition to this Slide Group, move the mouse pointer over the transitions in the transitions gallery.

• A Live Preview of the transition will appear in the window.
• Click the More Button to locate additional transitions.
• Click the up or down arrows at the end of the gallery of transitions to move through the gallery one line at a time.
• In the Timing Group, select any of the options below to format the transition.

• • To apply a sound to the transition, click the Sound arrow and choose a sound.
  • To change the speed for the transition, click the Duration arrows to increase or decrease the speed.
  • Click the Apply to All button to apply the selected / Transition Effects to all the slides in the presentation.
  • To decide how the transition will be activated, click one of the following:
    • On Mouse Click – The slide will change when the mouse is clicked.
    • Automatically After – Click this check box to determine how many seconds the slide should appear on the screen before moving to the next slide.

Question 3.
Explain the animation schemes in MS-PowerPoint.
Answer:
This tab can be used to set animations for the PowerPoint presentation. Animations determine how the bullets, pictures, images, and other objects will enter the slide during a presentation. The following paragraphs provides description of each of the groups and buttons on the ribbon associated with this tab.

Preview Group:
Preview: This option is used to display an animation or slide transition after it has been applied to a slide.

Animations Group:
Animation Gallery: To select an animation effect for the selected element in a slide, click one of the options in this group. Click the More button in the bottom right comer of the gallery to view more options.

Effect Options: Click this button to apply additional effect options to the object, such as changing the direction of the animation.

Advanced Animation:
Add Animation: This is a method for adding additional animation to a slide object. The animation will be added after any animation already applied to the object.

Animation Pane: To open the Animation Pane, click this button, A list of animations that have been applied to the selected object will appear in the pane. When the arrow to the right of the animation object is selected, a list of options for working with the animation will appear

Trigger: This option is used to set a special start condition for an animation. The trigger can be set to have the animation start when another item is clicked or to have a media element play when the slide reaches a bookmark.

Animation Painter: Once an animation has been created, this button can be used to apply the same animation to other objects in the presentation. To apply the animation to more than one object, double-click the button and then click each of the objects to which the animation is to be applied.

Timing:
Start (On Click): This option is used to specify when an animation should start to play. The options are On Click, With Previous, and After Previous.

Duration: Click the spinner arrows for this option to specify how long the animation should play.

Delay: Use this option to specify how many seconds to wait before the animation starts to play.

Reorder Animation: The two options below are used to determine the order of the animations in a selected slide.

Move Earlier: Click this option to move the animation so that it will play earlier than the current position.

Move Later: To move the animation to later in the presentation, click this option.

Question 4.
How can you customize a presentation? (OR) Explain in detail Color Schemes & Text Animation.
Answer:

• Click the Design Tab,
• In the Variants Group, click the More button. This is the button in the bottom right corner of the Variants Gallery.
• Select Colors from the list that appears.

• A gallery of different Theme Colors will display.
• Move the mouse pointer over each of the Color Schemes to see the different colors that can be applied to the theme.
• To create a new theme, click the Customize Colors link.
• The Create New Theme Colors dialog box will display.

• Under the Theme Colors list, click each of the arrows to choose new colors for the theme.
• A gallery of Theme Colors will display.
• To apply a theme color to the object, click any of the colors in the Theme Colors gallery.
• To select a standard color, click a color in the Standard Colors row.

• To select additional colors, click the More Colors button.
• The Colors gallery will display.
  • Click any of the colors on the Standard tab to select it.
  • To make changes to the color, click the Custom tab.
• After making all the changes, click the Save button.

Question 5.
Discuss about Slide Show in Power point.
Answer:
PowerPoint provides several tools that allow for presentation of a slide show to audiences everywhere. PowerPoint accommodates the following situations:

• Presenting to a large audience in a conference room or an auditorium.
• Showing a presentation on a computer that doesn’t have PowerPoint installed.
• Broadcasting a presentation over an intranet or the Internet.
• Meeting with a remote audience over the Internet in “real time.”
• Participating in a Web discussion about a presentation.

Start a Slide Show:
Before a presentation is shown to an audience, it should be checked to make sure all the slides are in order, that the transitions work properly, and that all the timings are correct. A slide show can be viewed at any time during the creation process. There are several ways to view a Slide Show.

• Click the Slide Show button on the View Toolbar.
• Click the Slide Show Tab and in the Start Slide Show Group click one of the available buttons.
  • From Beginning — This option is used to start the presentation at the first slide.
  • From Current Slide – Use this option to start the presentation from the slide where the insertion point is located.
• Press the F5 function key.

Navigate a Slide Show:
There are several ways to navigate through a slide show. The following table explains the keyboard and mouse shortcuts that may be used to navigate a slide show during a presentation. Mouse and Keyboard Shortcut Keys:

Action	Used to
Left Mouse Click	Move to the next slide.
Press Enter	Move to the next slide.
Press Home	Move to the first slide in the show.
Press End	Move to the last slide in the show.
Press Page Up	Move to the previous slide.
Press Page Down	Move to the next slide.
Press a slide number and then press Enter	Move to the slide number specified.
Press Esc	Exit Slide Show view.

Question 6.
Inserting/Deleting Rows or Columns in Excel.
Answer:
Insert or delete a column

• Select any cell within the column, then go to Home > Insert > Insert Sheet Columns or Delete Sheet Columns.
• Alternatively, right-click the top of the column, and then select Insert or Delete.

Insert or delete a row

• Select any cell within the row, then go to Home > Insert > Insert Sheet Rows or Delete Sheet Rows.
• Alternatively, right-click the row number, and then select Insert or Delete.

Question 7.
How to Inserting and Removing Page Breaks in MS-Excel?
Answer:
Excel makes page break decisions automatically, but sometimes you’ll want to force new pages elsewhere. Do this by. activating the cell beneath and to the right of where you want a page break, and then choose Set Page Break from the Insert menu. Dark dashed lines will mark the new page breaks.

To remove breaks, activate the cell below and to the right of the break lines and choose Remove Page Break, the command that replaces Page Break on the Insert menu.

Question 8.
What is a worksheet?
Answer:
A worksheet or sheet is a single page in a file created with an electronic spreadsheet program such as Microsoft Excel or Google Sheets. A workbook is the name given to an Excel file and contains one or more worksheets. When you open an electronic spreadsheet program it loads an empty workbook file consisting of one dr more blank worksheets for you to use.

A worksheet is used to store, manipulate, and display data. The basic storage unit for data in a worksheet is a rectangular-shaped cell arranged in a grid pattern in every worksheet. Individual cells of data are identified and organized using the vertical column letters and horizontal row numbers of a worksheet which create a cell reference, such as A1, D15, or Z467.

Question 9.
What is work book? What is work sheet? Also explain their differences.
Answer:
Excel Workbook: An Excel workbook is just like a file or a book, which consists of one or more worksheets, having various sort of related information. It also enables you to create and maintain as many worksheets as required with no defined upper cap. The fundamental objective is to organize relevant data in a single place, but in different categories (worksheet). For instance, if a college were to maintain records of students, various worksheets could be one of student personal information record, one for their attendance, one for their fee deposit information, etc.

Excel Worksheet: An Excel worksheet is a single spreadsheet that is a matrix of rectangular cells, organized in a tabular form of rows and columns. In totality, it contains 1,048,576 rows and 16,384 columns, which simply means there are 17,179,869,184 cells in a single page of excel’s spreadsheet where you can write, edit, and manipulate your data. As per the naming convention followed, rows are referred to as natural numbers starting from 0 and columns are referred by alphabet(s) beginning from A. Practically, there is as such no limit of worksheets which you can keep in a workbook. It simply depends on the memory of the system used.

Differences

• Establishing a link between two worksheets is much easier than linking two workbooks. Linking workbooks many a times create data security issues.
• Data manipulation and analysis is only possible with worksheets and not workbooks. The workbook is just a cover page or face of entire data.
• It is easy to add multiple worksheets in a workbook, where adding a workbook to another workbook isn’t an easy task.
• Worksheet is just a subset of a workbook.

Question 10.
Explain CUT, COPY, PASTE, PASTE SPECIAL in Ms-Excel.
Answer:
CUT: Moving data in Excel is commonly used to relocate functions, formula, charts, and other data. The new location can be on the same worksheet, in a different worksheet, or even in a completely different workbook.

To move data using shortcut keys:

• Click on a cell or multiple cells to highlight them.
• Press and hold down the Ctrl key on the keyboard.
• Press and release the X without releasing the Ctrl key.
• The selected cell(s) should be surrounded by a moving black border show that the data in the cell or cells is being copied.
• Click on the destination cell — when moving multiple cells of data, click on the cell located in the top left comer of the destination range.
• Press and hold down the Ctrl key on the keyboard.
• Press and release the V key without releasing the Ctrl key.
• The selected data should now be present in the destination location only.

COPY: Copying data in Excel is commonly used to duplicate functions, formula, charts, and other data. The new location can be on the same worksheet, in a different worksheet, or even in a completely different workbook.

To copy data using shortcut keys:

• Click on a cell or multiple cells to highlight them.
• Press and hold down the Ctrl key on the keyboard.
• Press and release the C key without releasing the Ctrl key.
• The selected cell(s) should be surrounded by a moving black border to show that the data in the cell or cells is being copied.
• Click on the destination cell — when copying multiple cells of data, click on the cell located in the top left comer of the destination range.
• Press and hold down the Ctrl key on the keyboard.
• Press and release the V key without releasing the Ctrl key.

PASTE: There are two ways to paste specific cell contents or attributes like a formula, format, or comment copied from another cell. You can either pick a specific paste option directly from the Paste menu or click Paste Special, and pick an option from the Paste Special box.

• Select the cell with the attribute you want to copy and press Ctrl+C.
• Click the upper-left cell of the paste area and use either the Paste options or the Paste Special options.
• Click Home > Paste and pick the specific paste option you want.

PASTE SPECIAL:

• To use options from the Paste Special box, click Home > Paste > Paste Special.
• Keyboard Shortcut: Press Ctrl+Alt+V.

• In the Paste Special box, pick the attribute you want to paste.

Question 11.
How to Hide Rows and Columns in MS-Excel?
Answer:
You can hide rows or columns without destroying their contents then reveal them later when you want to see or edit them.

• Select the row(s)or column (s) you want to hide
• Choose the appropriate Hide and Unhide commands on the Format menu’s Row and Column choices.

To hide a row click on the row header, select Format —> Row -» Hide Command. This option hides the row from sight but the numbers in the row heading will show that there is a row missing. Display a hidden row. Highlight cells above and below the hidden row. Choose Format—»Row—»Unhide Command.

To hide rows with the mouse, select the row or rows of interest

• Place the mouse pointer beneath the heading of the row or rows you want to hide, For instance, if you want to hide rows 3 and 4, select both rows.
• Point beneath the appropriate number at the left edge of the worksheet.
• You’ll see the pointer shape that indicates your ability to change row height.
• Drag up until the rows are so thin that they disappear.

Question 12.
Explain Trend Lines?
Answer:
Trend lines are used to plot the direction of data in series. We can add trend lines to excel column area and scatter chart.

Creation:

• Double click on a chart object if necessary to select it.
• Select the data series for the trend line by double clicking on one of its markers.
• Go to chart menu click on Add Trendline option.

• After it displays the following Trend line dialog box,
• Click on ‘Trend/Regression Type’ on dialog box and dick on ok.
• If necessary click the options tab it displays the following options.
  • Trend line name
  • Forward or backward
  • Display equation on chart

Display R-Squared valued on chart

MS Excel and PowerPoint Long Answer Type Questions Part 5

Question 1.
Explain the procedure to Create a Presentation. (OR) Explain different ways to Create Presentation.
Answer:
When the PowerPoint window first displays, a gallery of presentation templates will display. This gallery is used to create a new presentation. This document explains how to create a new presentation when another presentation has already been displayed. New slides can be added using the Slide Pane, the Outline Pane, or by inserting slides from other presentations.

Create New Presentation:

• Click the File Tab.
• The Backstage View window will display.
• Click the New button in the left pane of Backstage View.

• Available templates and presentations will appear.
• Click the Blank Presentation icon in the window.
• A new blank presentation will appear in the PowerPoint window.
• Click the Click to add title text in the first placeholder.
• Input the text for the title of the presentation.
• Click the Click to add subtitle text for the subtitle of the presentation.
• The first slide of the presentation is completed.

Create a New Slide in Slide View:

• Click the New Slide button in the Slides Group under the Home Tab.
• The Slide Layout will automatically default to the Title and Content layout.
• Input information for the Next slide (Slide 2) in the Presentation window by clicking on the Placeholder for each item.

• Hit Enter after inputting the first bulleted item and then input the second one.
• Continue this process until all the bullet items have been added.
• Click the New Slide list arrow.
• Select one of the layouts from the gallery of Slide Layouts.
• Another new slide will be inserted into the presentation.
• Continue this process until all slides have been added.

Create a Slide in Outline View:

• Click the View Tab.
• In the Presentations View Group, click the Outline View button.

• Click to the right of the New Slide Number.
• Input a Title for the slide.
• Press the Enter key on the keyboard.
• Press the Tab key on the keyboard or click the Decrease List Level button in the Paragraph Group.

• Input the text for the first bullet.
• Press Enter to add another bullet.
• Continue this process until all the bullets have been entered.
• Press Enter.
• Press Shift + Tab or the Decrease List Level button in the Paragraph Group to create a new slide.
• Input the information as described above.
• Continue this process until all slides have been added.

Insert Slides From Another Presentation:
When this option is chosen, the slides from the other presentation will be inserted after the slide where the insertion point is located. To insert the slides at the end of the presentation, select the last slide in the presentation.

• In the Slides Group, click the New Slide list arrow.
• Click the Reuse Slides option.
• The Reuse Slides Task Pane will display.
• Do one of the following:
  • Click the Browse button and then select Browse File.
  • Click the Open a PowerPoint File link.
• The Browse dialog box will display.
• Scroll to the folder where the presentation is stored.
• Select the presentation and then click the Open button.
• The slides in this presentation will appear in the Reuse Slides Task Pane.

• Move the mouse pointer over one of the slides.
• A larger view of the slide will appear in the window.
• To add all the slides to the presentation:
  • Right-click one of the slides.
  • Click Insert All Slides.
• To add only selected slides to the presentation, click each slide.
• The slides will be inserted into the current presentation.
• To keep the design of the presentation when it is inserted into the New Presentation, click the Apply Theme to All Slides option.
• To keep the design of the presentation for selected slides, select the option Apply Theme to Selected Slides.
• A blank slide may appear at the end of the presentation.
• That slide can be removed by clicking on the slide in the Slide Pane and then clicking the Delete key.

Question 2.
What is Slide? Discuss in detail Working with Slides.
Answer:
A slide is a single page or image shown in a slideshow. Understanding slides and slide layouts:
When you insert a new slide, it will usually have placeholders to show you where content will be placed. Slides have different layouts for placeholders, depending on the type of information you want to include. Whenever you create a new slide, you’ll need to choose a slide layout that fits your content.

Placeholders can contain different types of content, including text, images, and videos. Many placeholders have thumbnail icons you can click to add specific types of content.

To insert a new slide:
Whenever you start a new presentation, it will contain one slide with the Title Slide layout. You can insert as many slides as you need from a variety of layouts.

• From the Home tab, click the bottom half of the New Slide command.
• Choose the desired slide layout from the menu that appears.

• The new slide will appear. Click any placeholder and begin typing to add text. You can also click an icon to add other types of content, such as a picture or a chart.
  • To change the layout of an existing slide, click the Layout command, then choose the desired layout.
  • To quickly add a slide that uses the same layout as the selected slide, click the top half of the New Slide command.

Organizing slides:
PowerPoint presentations can contain as many slides as you need. The Slide Navigation pane on the left side of the screen makes it easy to organize your slides. From there, you can duplicate, rearrange, and delete slides in your presentation.

Duplicate slides:

• If you want to copy and paste a slide quickly, you can

• To duplicate slides, select the slide you want to duplicate,
• right-click the mouse,
• choose Duplicate Slide from the menu that appears.
• You can also duplicate multiple slides at once by selecting them first.

Move slides:
It’s easy to change the order of your slides. Just click and drag the desired slide in the Slide Navigation pane to the desired position.

Delete slides:
If you want to remove a slide from your presentation, you can delete it. Simply select the slide you want to delete, then press the Delete or Backspace key on your keyboard.

• To delete slides, select the slide you want to delete
• right-click the mouse,
• choose Delete Slide from the menu that appears.
• You can also delete multiple slides at once by selecting them first.

To copy and paste slides:
If you want to create several slides with the same layout, you may find it easier to copy and paste a slide you’ve already created instead of starting with an empty slide.

• Select the slide you want to copy in the Slide Navigation pane, then click the Copy command on the Home tab. Alternatively-, you can press Ctrl+C on your keyboard.
• In the Slide Navigation pane, click just below a slide (or between two slides) to choose a paste location. A horizontal insertion point will appear.
• Click the Paste command on the Home tab. Alternatively, you can press Ctrl+V on your keyboard.

The slide will appear in the selected location.

Question 3.
Explain the following (a) Slide Numbering (b) Saving – Presentation (c) Printing a Presentation (d) Closing Presentation.
Answer:
(a) Slide Numbering:
To Insert Slide numbers to PowerPoint Slides, do the following.

• Choose Header and Footer command from View menu, Following Header and Footer dialog box will appear.
• In Header and Footer Dialog box. Select the appropriate options for your presentation.
• Check the box for Slide Number
• Most presentations do not show a number on the title slide. Check the option Don’t show on title slide if that is appropriate.
• Click the apply to all button.

Slide numbers will now automatically appear on all PowerPoint slides in the bottom right comer. One nice feature about letting PowerPoint number your slides is that if you rearrange the slides into a different order, PowerPoint renumbers the slides to display the new correct slide number

(b) Saving Presentation:
When saving your PowerPoint files, using the Save command versus Save As is an important distinction. The Save As command allows you to name your PowerPoint file every time it is chosen while the Save command saves the PowerPoint file under the existing name.

However, many users become confused because the first time a file is saved, both commands prompt you to name the file by opening the Save As Dialog Box.

The usual save as dialogue box will appear, prompting you to supply a name and location for the presentation Here is that dialogue box, for those who haven’t seen it before:

Think of a meaningful name for your presentation and type it into the File name input box. Try to avoid names like Presentation as you will soon forget what the purpose of the presentation is. It’s better to use names like “Introducing Science” etc. Once you have named your presentation, navigate to allocation on your computer’s hard drive and save it there.

There is a quicker way of saving presentations using keyboard shortcuts. You can also perform a file save by pressing Ctrl-S. If this is the first time you have saved your presentation, you will again be prompted to name it and find a place for it to be stored. Thereafter, you can periodically press ctrl-s and your changes will be saved immediately.

(c) Printing a Presentation
In PowerPoint you can print notes pages, slides (one slide per page) and handouts of your presentation. A presentation that has been printed out allows your audience to follow along as you give your presentation and to gives them a record to refer to after the presentation. Before you print anything, you need to prepare your presentation by setting the slide size, page orientation, and starting slide number. Click File → Page Setup, and in the Page Setup dialogue we can change things like the slide orientation (portrait or landscape) and also the dimensions of the printable area.

The Slides sized for drop down list allows you to select some commonly used sizes for printouts, but you can also change the width and height manually using their respective input boxes. If you want to print an overhead transparency, select overhead from the Slides sized for list. The Number slides from box allows you to change what page number prints on the very first slide or handout.

By default, PowerPoint slide layouts appear in landscape orientation but you can change this using the Page Setup or Slide Orientation button.

Printing the Presentation:
Once you have made all the preliminary preparations outlined above, you are ready to print. Click File > Print

On this dialog you can specify how many copies you want to print and using what printer. If you want to print only a selection of slides in the presentation, you can use the Print Range select one of:

• All
• Current Slide
• Print Selection (only prints the slides you have selected)
• Custom Range (then use the Slides input box below to type in the page numbers you want to print)

The remaining selections allow you to choose whether to collate your printouts and whether to print in colour, grayscale or in black and white. There is also a sneaky little link at the bottom for editing header and footer details. Once all the settings have been addressed, click the big Print button at the top.

(d) Closing Presentation.
After you have finished working on a presentation and saved it, you can close it and open another file or you can exit the program. To close a presentation and exit PowerPoint, you can:

• Use the File menu and choose to close or exit.
• Use keyboard shortcuts. [Ctrl]+[W] closes a presentation and [Alt]+[F4] exits PowerPoint.
• Use the Close button in the upper-right comer of the window.

Question 4.
How to Insert Picture/Clipart to a Power Point Presentation.
Answer:
Photo graphic images add impact to a presentation. It also helps the audience to visualize the message you are trying to convey.

• Click where the picture is to be inserted.
• Click the Insert Tab.

• In the Images Group click the Pictures button.
• The Insert Picture dialog box will display with the Pictures Library folder selected.

• If the Picture is not in this folder, scroll to the folder where the image is located.
• Do one of the following:
  • Double-click the image that is to be used.
  • Click the image and then click Insert.
• Format the picture as desired.

Add Online Pictures:
Online pictures are copyright-free images of ClipArt, Photographs, Audio, and Video clips. Clips may be used to enhance any Office document. They may be inserted from the Bing Image Search.

Insert Pictures:

• Click the slide in the presentation where the clip will be inserted.
• Click the Insert Tab.
• In the Illustrations Group, click the Online Pictures button.

• The Online Pictures window will display.

Bing Image Search:

• In the Insert Pictures window, click the Bing Image Search box.

• Input the type of image to search for.
• Click the Search button.
• The Bing Image Search page will display.
• Click an image to select it. A check mark will display at the top of the image.
• Continue this process to select additional images.
• Click the Insert button to add the image(s) in the slide.

Question 5.
How to Insert Other Objects, audio and Video in Power Point Presentation.
Answer:
You can import content from other programs into your presentation. This includes files created by other Microsoft Office programs, as well as files from other programs that support Object Linking and Embedding (OLE).

There are two ways to insert content objects into a PowerPoint presentation:
1. Linked objects: A linked object is updated if its source file is changed. For example, a linked chart built from data in Microsoft Excel is changed if the source Excel .data changes. The source file must be available on your computer or network to maintain the link between the inserted object and the source data. Inserting a linked object is recommended if the source data set is large or complex.

2. Embedded objects: The source data is embedded in the presentation. You can view the embedded object on another computer, because the source data is part of the presentation file. Embedded objects typically require more disk space than linked objects.

Inserting Audio Clip into Presentation:
PowerPoint presentations can be enhanced by adding Audio files. An Audio file can be set to play one time and then stop. A file can be set to loop, which means it will play continuously until a new slide is displayed. The audio can also be set to play across all slides in a presentation. Two, options are available for inserting Audio into a presentation.

Audio on My PC:

• This option enables audio dim such as music, narration, or audio bites to be inserted into the presentation.
• Compatible audio file formats include .mid or .midi, mp3, and .wav.
• Sounds from CDs can be played by “ripping” the sound using Windows Media Player and saving it to your PC.

Record Audio:

• This option is used to record a message for your audience.
• A headset with a microphone is needed to insert this type of sound.

Audio on my PC:

• This option is used to insert Audio clips such as narration, music, sounds taken from a CD, or audio bites into a presentation.

Insert the Audio File:

• Go to the slide in the presentation where the sound is to be inserted.
• Click the Insert Tab.
• In the Media Group, click the Audio button.

• Select Audio on My PC.
• The Insert Audio window will display.
• Look for the folder where the audio clip is stored.
• Select the Audio Clip.
• Click the Insert button.
• The Audio icon will appear in the window.

• Click the Audio Tools, Playback Tab to display the Playback Ribbon.

• Select the options on this ribbon that should be applied to this Audio Clip.

Inserting Video into Presentation :
With PowerPoint, it is possible to insert, size, and move videos. Videos can be formatted by applying styles and effects. With the video editing features in PowerPoint 2016, you can trim parts of a video and have the video fade in and out during a presentation.

Insert a Video from File:

• Insert a new slide or go to the slide where the video is to be inserted.
• Change the Layout for the slide to Blank or Title and Content.
• Click the Insert Tab.
• In the Media Group, click the Video button.
• From the list that appears, select Video on my PC.
• The Insert Video window will display.

• On the left side of the window, click the folder where the video is stored.
• Select the Video.
• Click Insert.
• The video will display in the center of the slide.
• Playback and volume controls will display below the video.

• Video formatting and editing tools display on the Video Tools, Format Ribbon.
• Click the Play/Pause button below the video (This is the button on the far left side, the larger triangle shape).
• On the Format Tab in the Size Group, click the Video Height box, input the size.
• Press Enter to adjust the height and width of the video proportionally.
• Click the Align button in the Arrange Group.

• Select Align Center from the list of options.
• The video should appear centered on the slide.

MS Excel and PowerPoint Long Answer Type Questions Part 4

Question 1.
Discuss about Sort data in MS-Excel?
Answer: When sorting data, it is possible to sort by one field at a time or by multiple fields. For example, you might want to sort by Department and within that department by Last Name and then by First Name. To do this, you would choose to sort by multiple columns.

Sort by One Column:

• Place the insertion point in the column that is to be sorted.
• Click the Home Tab, if necessary.
• In the Editing Group, click the Sort and Filter button.
• Click one of the following options:
• Sort A-Z – This will sort the data from the lowest to the highest value.
• Sort Z-A – Click this option to sort the data from the highest to the lowest value.

(OR)

• Place the insertion point in the column that is to be sorted.
• Click the Data Tab.
• In the Sort and Filter Group, click one of the options.
  • AZ – To sort the data from the lowest to highest, click this button.
  • ZA – Use this button to sort the data from the highest to the lowest value.

Sort by Multiple Columns:

• Move to any cell in the database.
• Click the Data Tab.
• In the Sort and Filter Group, click the Sort button.
  (OR)
• Click the Home Tab.
• In the Editing Group, click the Sort and Filter button.
• In the list that appears, click Custom Sort.
• The Sort dialog box will display.
• In the Sort by box, select the first column for which the data is to be sorted.
• In the Sort On box, leave the default of Values. The other options are Cell Color, Font Color, or Cell Icon

• In the Order box, select from:
  • A to Z – This option is used to sort the data from the lowest to highest value.
  • Z to A – Use this box to sort the data from the highest to lowest value.
  • Custom Lists – To specify a custom list for the sort, click this button.
• Click the Add Level button to add a second level to the sort.
• The Then by box will display.
• In this box, select the second sort level.
• Continue .this process until all the sort criteria have been specified.
• To remove a sort level from the list:
  • Select the level that is to be removed.
  • Click the Delete Level button.
• Click the Copy Level button to copy the same criteria for another level.
• Click the Up and Down arrows to move the level of sort criteria up or down in the grid.
• If the data that is being sorted has a header row, make sure a check mark appears in the My data has headers box.
• Click the Options button to specify additional criteria for the sort.
• The Sort Options dialog box will display.

• Under the Orientation section, select from one of the following:
  • Sort Top to Bottom – This option is used to sort the data by columns. This is the default for all sorts that are performed in an Excel database.
  • Sort Left to Right – Use this option to sort the data by-rows instead of by columns.
• When all the options have been selected, click the OK button.
• In the Sort dialog box, click the OK button to accept the sort criteria.

Question 2.
Discuss about the Basics of Excel
Answer:
What is Excel?

• Excel is a computerized spreadsheet that allows you to:
  • organize data.
  • complete calculations.
  • make decisions.
  • graph data.
  • develop professional-looking reports.
  • convert Excel files for use on the Web.
• It is an important business and educational tool that helps analyze and evaluate information.
• It is used for recording and figuring grades and attendance, cash flow analysis, budgeting, decision-making, cost estimating, inventory management, and financial reporting.

Three Major Parts of Excel
Worksheets:

• Worksheets allow you to enter, calculate, manipulate, and analyze data such as numbers and text.
• These are sometimes referred to as spreadsheets instead of worksheets.

Charts:

• Charts are a pictorial representation of data.
• This feature can be used to draw a variety of two-dimensional and three-dimensional charts.
• Excel makes it easy to create charts in several different varieties, such as bar charts, line charts, or column charts.

Databases:

• Databases are used to manage data.
• With this feature, you can sort data entered into a worksheet.
• It is also possible to search for specific data using a database.
• When using the database feature in Excel, it is possible to filter information to select data that meets specific criteria.
• The database function is also used to add subtotals to cells that meet specified criteria.

Open Excel

• Click the Search box next to the Start button.
• Input Excel 2016.
• Click the link at the top of the Start Menu.
  or
• Click Start on the Task Bar. This is the button that appears in the bottom left comer of the computer window.
• Scroll down to locate and select the link for Excel 2016.

Tabs/Ribbons:

• The Tabs and Ribbons are used to access commands in the Excel program.
• Under each tab, there are ribbons that contain groups of buttons that are needed to perform the operations for working with the workbooks.
• Each of these tabs is described in separate documents within the Excel 2016 Training Web page.

Formula Bar

• This bar is used to display the contents of the active cell.

• Cells can contain content such as Text, Numbers, Formulas, and Functions.
• The data entered into a worksheet cell is displayed in the Formula
• Bar before it is displayed in the cell.

Name Box:

• This box appears at the left of the Formula Bar.
• It is used to display the cell reference for the active cell, for example Al.
• If Range Names have been created within the workbook, they can be accessed by clicking the list arrow at the end of this box.
• These tabs can be renamed to reflect what is contained in the worksheet.
  • Right-click the tab and select Rename.
  • Double-click the Tab and then input a new name.
• The color of the tab can also be changed.
  • Right-click the tab.
  • Move the mouse pointer over the Tab Color option.
  • Select a color from the gallery of colors.
• New sheet tabs may be added to a workbook.
• Click the New Sheet button at the bottom of the window.
  or
• Click the Home Tab.
• In the Cells Group, click the Insert arrow.
• Click Insert Sheet.

Sheet Tab Scroll Buttons:

• These buttons are used to scroll through the sheet tabs.
• They are located on the bottom-left side of the window.
• Right-click – This option is used to open the Activate window. This window displays a list of the sheets in the workbook window. Click a sheet and then click OK. The selected sheet will be displayed.

Workbook:

• The workbook is organized like a notebook.

Status Bar:

• This bar displays at the bottom of the screen.
• It is used to display:
  • A brief description of the command selected.
  • The current activity mode that is in progress.
  • What mode you are operating in such as Ready mode or Edit mode.

• • The views for the document. These are from left to right; Normal, Page Layout, and Page Break Preview.
  • The Zoom Bar. This bar is used to enlarge or reduce the size of the current view. The plus and minus signs are used to change the zoom range.

Pointer:

• This is the indicator that moves on the screen when the mouse is moved.
• It changes shape to reflect the type of task being performed.

Sheet Tabs:

• These tabs are used to identify the name of the worksheet.
• They are displayed at the bottom left side of the workbook window.
• To select a tab, click on the desired sheet name, such as Sheet 1.

• Inside each workbook are sheets called worksheets.
• Each name for the worksheet appears on a sheet tab.

Worksheet:

• A worksheet is organized into a rectangular grid.
• The worksheet contains columns and rows.
• Letters identify the columns. There are more than 16,000 columns.
• Numbers identify the rows. There are more than one million rows.

Cell:

• This is the intersection of each column and row.
• It is the area where the data is entered.

Cell Reference:

• This is the unique address of a cell.
• The column letter is specified first.
• The row number is specified second
• Examples of cell references are A1 and Bl.

Active Cell:

• This is the cell where the data may be entered.
• A black border appears around the Active Cell.

Active Cell Reference:

• This information is displayed immediately above column A in the Name Box.
• The column letter and row number of the cell that is active becomes darker.
• It makes it easier to identify the cell reference.

Gridlines:

• These are the horizontal and vertical lines in a worksheet.
• It makes it easy to see and identify cells.
• This option can be turned off so the gridlines don’t display.
• The gridlines DO NOT show when the worksheet is printed unless that option is selected in the workbook.

Text:

• Text is a combination of letters, symbols, numbers, and spaces.
• Text is used to describe data.
• It is also used to label columns and rows.
• Text entries automatically align to the left in the column.

Values (Numbers):

• Values represent a quantity.
• Examples of values are 378, 25.275, -55.
• By default, values are right-justified in the cell.
• The justification can be changed to left or center.
• Values can contain any digits zero through nine.
• Values can also contain any of the following special characters; + -(),/. $%Ee

Formulas:

• These are the arithmetic operators used to calculate values.
• They always begin with an equal (=) sign. Arithmetic operators are:
  • Addition (=B1+B2).
  • Subtraction (=B1-B2). .
  • Multiplication (=09*69).
  • Division (C9/B9).
  • Exponentiation (=B5A3).

Function:

• This is a predefined or built-in formula.
• Functions are shortcuts for commonly used calculations.
  • The SUM function totals values in rows or columns.
  • The AVERAGE function finds the average of the numbers in rows or columns.
• Functions can be defined for a range of cells or for a single cell.
• All functions begin with an equal (=) sign.
• A range is a group of cells which can be either a rectangular block of cells or a single cell.

MS POWERPOINT

Question 3.
What is PowerPoint? Explain its Features.
Answer:
PowerPoint is a complete presentation graphics program that can be used to present professional looking presentations called Slide Shows. Several features that make it easy to create a slide show are available. These tasks and options are readily available to the user. Diagrams, tables, pictures, video, sound, transitions, and animation effects can be added to the presentation. The features, listed below can be used when creating a PowerPoint presentation.

Feature of PowerPoint:
Word Processing: When working with a PowerPoint slide, it is possible to create bulleted and numbered lists, combine words and images, find and replace text, and use multiple fonts and font sizes. Tables created in Word can be imported into a PowerPoint slide or tables can be created directly in the PowerPoint program.

Outlines: Word outlines can be imported into the PowerPoint presentation to create slides. It is also possible to add text to a presentation using the outline feature in PowerPoint.

Charts: It is possible to create charts in PowerPoint. Once the chart has been created, it is possible to change or add chart elements. It is also possible to import charts from an Excel workbook. Different types of formatting may be added to a chart.

Draw: PowerPoint provides options for inserting different shapes such as rectangles, lines, arrows, circles, action buttons, and diagrams into a slide. These shapes and diagrams can be formatted and grouped.

Insert Multimedia: Videos and sounds, as well as animations, can be inserted into a slide Bing Search and YouTube can be used to locate hundreds of media files that may be inserted into a presentation.

Save to the Web: It is possible to save a presentation to the Web in HTML format. The presentation can then be displayed on the Internet or an Intranet. When a presentation is saved in HTML format, people viewing the presentation are not required to have PowerPoint installed.

Email: A presentation can be emailed as a PowerPoint attachment or as a PDF file attachment in an email message.

Collaborate: PowerPoint presentations can be shared with friends and coworkers. The slides can be reviewed by friends and coworkers and comments can be inserted with suggestions for enhancing the presentation.

Prepare Delivery: It is possible to rehearse the timing of a presentation so that it will be coordinated with the presenter’s speech. It is also possible to show only selected slides in the presentation and to package a presentation for a CD.

Question 4.
Explain Different Components of PowerPoint Window?
Answer:
This window consists of a variety of components to make creating a presentation more efficient. Some of these components are common to other Microsoft Office programs such as Word or Excel. Some of the components are unique to PowerPoint.

Comments Button: To insert a Comment into a presentation slide, click this button. When the button is clicked, the Comment Task Pane will appear. This pane can be used to insert a Comment or respond to a Comment.

File Tab: When this tab is clicked, the Backstage View will display. Contained within this area are commands for managing PowerPoint documents as a whole such as Print, Save, or Open. It also contains the link to the PowerPoint Options area, where global changes to the Power Point program can be made.

Fit Slide to Current Window Button: If a PowerPoint slide is larger than the current window, this button resizes the slide so it will fit in the current window.

Next/Previous Slide Buttons: These buttons are used to move from one slide to another in the presentation. Each time the button is clicked, a new slide will appear on the screen.

Notes Button: Click this button to display the Notes Pane below the current slide. In this area, it is possible to insert speaker notes. These notes can be printed and used during a presentation.

Quick Access Toolbar: This toolbar is located above the Ribbon. The default buttons on this toolbar are the Save, Undo, and Redo buttons. The toolbar can be customized to contain any of the commands that you use frequently such as Open and Close.

Ribbon: The ribbon contains the commands that make it possible to use the different options in the PowerPoint program. The ribbon can be customized to meet individual needs. However, the default tabs and buttons cannot be changed. New tabs may be added and additional groups and buttons may be added to a group.

Scroll Arrow: Click this arrow to move from one slide to another. Each time the arrow is clicked, a new slide will appear on the screen. There is a scroll arrow at the top and the bottom of the Scroll Bar. .

Scroll Bar: This bar is used to display different slides in the document window. When a second slide is added to the presentation, this bar will appear in the PowerPoint window.

Scroll Box: The Scroll Box is used to move from one slide to another. When the bar is moved, a screen tip will display indicating which slide is to be viewed. When the mouse pointer is released, the slide number shown in the screen tip will display.

Slide Pane: This is the area of the PowerPoint window that shows the current slide as it will look during the Slide Show presentation

Slides Pane: To see a visual representation of several slides at one time, click this tab. This tab shows a thumbnail of each of the slides in a column along the left side of the PowerPoint window.

Status Bar: This bar provides information about the current document. To turn off the display of an item, right-click the status bar and then click on that item.

Text Placeholders: These placeholders are used to insert text into a presentation. There are also placeholders for images, SmartArt, Clip Art, and other objects used in the PowerPoint presentation.

Title Bar: This bar displays the name of the program that is open, along with; the document name. The minimize, maximize- restore, and close buttons are located at the right end of this bar.

View Toolbar: This toolbar is used to change to different views in PowerPoint. These are Normal View, Slide Sorter View, Reading View, and Slide Show View.

Zoom Buttons: These buttons are located on the far right of the status bar. With these buttons, it is possible to change the size of the view of the slides in the Slide Pane.

MS Excel and PowerPoint Long Answer Type Questions Part 3

Question 1.
What is a cell Reference? Explain the various types of Cell References.?
Answer:
The set of coordinates that a cell occupies on a worksheet. For example, the reference of the cell that appears at the intersection of column C and row 10 is CIO. In other words, A cell reference indicates a cell’s location. Cell references are often used in formulas to calculate values stored in the worksheet.

Relative Reference: Whenever a formula is copied from one part of the worksheet to the other, the address of the cell changes, relative to the row or column into which the formula is copied as shown in the following fig.

This ability to change the formula to match the location where you copy it is called Relative Referencing (or Relative Addressing). The formula is always adjusted relative to its location.

Absolute Reference: An absolute reference is a cell reference that does not change when you copy or more a formula. To create an absolute reference, Insert dollar sign ($) in front of each column number and row number, like this =$B$5. You can copy this formula to any cell, and it will always reference cell B5. Thus, in absolute referencing, both row and column are fixed.

Mixed Reference: Mixed Reference is a combination of relative and absolute reference. That is, one part of the cell address is absolute and the other is relative. For example, in $B5 the column is absolute but the row is relative. Therefore, if you copy the formula ($B5) across the screen, it remains unaltered. Whereas if you copy the formula vertically, the row number automatically changes. Similarly in B$5, the column letter is relative but the row number is absolute.

Question 2.
How to change the font color, size, or type in Excel
Answer:
In Microsoft Excel, a user can change the properties of text in any cell, including font type, size, color, and make it bold, italic, or underlined. A user can also change the color of a cell’s background and the border around a cell. The following picture is a graphic illustration of the font and cell format bar in Excel with a description of each option.

Changing font type
To change the text font within a Microsoft Excel spreadsheet, follow the steps below.

• Select the cell containing the text you want to change.
• Click the down arrow next to the font field on the format bar. (If you want to change the font to bold, italic, or underlined, click the B, I, or U on the format bar.)
• After clicking the down arrow for the font, select from each of the installed fonts on your computer. Click the font you want to use, and the text in the selected cell changes.

Changing font size
To change the text size within a Microsoft Excel spreadsheet, follow the steps below.

• Select the cell containing the text you want to change.
• Click the down arrow next to the size box on the format bar. Usually, the default size is 11 or 12, as shown in the above example.
• After clicking the down arrow for the size, there is a selection of different sizes to choose. Some fonts may not scale properly, so they may have limited size options.

Changing font color
To change the text color within a Microsoft Excel spreadsheet, follow the steps below.

• Select the cell containing the text you want to change.
• Click the down arrow next to the text color icon. It is usually displayed as the letter “A” with a red underline, as shown in the example above.
• After clicking the down arrow for the text color, select the color you want to make the text.

Question 3.
Discuss about Charts and their Types in Excel?
Answer:
A chart is a tool you can use in Excel to communicate data graphically. Charts allow your audience to see the meaning behind the numbers,, and they make showing comparisons and trends much easier.

Before creating a chart, it is important to plan the information that the chart is to show and how it is to look. Use the following guidelines when planning a chart.

• Determine the purpose of the chart.
• Identify the data relationships that are to be communicated visually.
• Determine the results that are to be seen.
• Decide which chart type is most appropriate to use.
• Identify the worksheet data that the chart is to illustrate.
• Sketch the chart and then use the sketch to decide where the chart elements should be placed.

Chart Types:
Column: This type of chart is useful for showing data changes over a period of time. It is also useful for illustrating comparisons among items. Data that is arranged in columns or rows on a worksheet can be plotted in a column chart. Categories are typically organized along the horizontal axis and i values along the vertical axis.

Line: This type of chart is used to display continuous data over a period of time. It is useful for showing trends in data at equal intervals. Category data is distributed evenly along the horizontal axis and the vertical axis. Data that is arranged in columns and rows in a worksheet can be plotted..

Pie or Doughnut: These chart types are used to display the contribution of each item to the total. Data for the chart can be selected either before or after the chart is created.

Bar: These charts are used to illustrate comparisons among individual items. This type of chart should be used when the axis labels are long or when the values shown are durations. Data that is arranged in columns or rows in a worksheet can be plotted in a bar chart.

Area: Area charts are used to emphasize the magnitude of change over time. They can be used to draw attention to the total value across a trend. These charts can also be used to show the relationship of parts to a whole.

Scatter (XY) or Bubble Chart: These chart types are used to compare pairs of values. To insert these two chart types, click * this button. Data for the chart can be selected either before or after the chart is created.

Stock, Surface, or Radar: This button is used to view a gallery of different types of stock, surface, or radar charts.

Combo Chart: This chart type is used to highlight different types of information. It can be used when range of data in the chart varies widely or when a wide range of mixed data is used.

Question 4.
Discuss about Chart elements in Excel
Answer:
There are several different elements to a chart. Each of the elements can be selected and formatted separately. The following paragraphs provides you with an illustration and explanation of each of these elements.

Category (X) Axis: This is the horizontal or X-axis of the grid. It explains what each of the data series on the chart represents. The bars in a column chart represent a data series. It is possible to change the line, scale, font, number, and alignment attributes of this axis.

Chart Area: This is the entire area the chart covers. It is the background of the chart. When a chart is created, this area is usually white. The pattern used for the chart area can be changed, a border can be added, or a different font can be used.

Chan Title: This is the explanatory heading at the top of the chart. The title identifies the purpose of a chart.

Data Marker: This is a chart object, such as a circle, dot, or square that denotes a data point. In the chart in the illustration, the data points are the bars in the plot area of the chart.

Data Series: This element is a range of related data points in a chart, such as bars, columns, or pie slices. Each data series is represented with a certain color, identified in the legend. The outline and color used for each series, which axis the data are plotted on, the labels used, the series order, and the overlap and gap width between each series or point, can be changed.

Gridlines: These are the vertical and horizontal lines that appear in a chart. They are displayed in the plot area. A different line style, color, and weight can be used. It is also possible to select a different scale.

Handles: These are small circles that appear around the perimeter of a selected object, indicating that the object can be moved, resized, copied, or deleted.

Legend: This is the key to the chart, which shows by color plot what each series represents. The outline and color of the legend can be changed, as well as the font and place. For example, the legend can be moved to the top, bottom, comer, or left of the chart.

Plot Area: This is the area where the data series are plotted or graphed. It is the area that appears directly behind the data series; the rectangular shapes that are different colors. The pattern and color used can be changed, as well as the border of the plot area.

Value (Y) Axis: This is the vertical or Y-axis of the grid. This area represents the values that are being plotted in the worksheet. The values are determined by the cells selected in the worksheet when the chart is created. The pattern of the line, the format of the tick marks, the tick mark labels, the scale, the font, the number format, and the alignment of the axis labels can be changed.

Question 5.
Explain the steps to create a chart using chart wizard.
Answer:
A chart is also called a graph. It is a visual representation of selected data in a worksheet. A well-designed chart draws the reader’s attention to important data by illustrating trends and highlighting significant relationships between numbers.

• For this exercise, you will use the High Tech Stock Club- Chart workbook shown below:

• • This Column Chart will be used to compare the Initial Price and the Current Price.
  • With a Column Chart, either one data series or multiple data series may be selected.
  • In order to specify the Legend in a Column Chart, the column headings have to be selected.

Create Chart:

• To create the Column Chart:
  • Select the range A2 through A7.
  • Hold down the Control key and select the following ranges:
    • E2 through E7.
    • G2 through G7.
  • When holding down the Ctrl key, it is possible to select a range of non-contiguous cells.

• Click the Insert Tab.
• In the Charts Group, click the Column chart link.
• A gallery of different styles of Column charts will appear.
• Click the first option under 2-D Column. .
• The Column Chart will appear in the window. The Chart Tools tabs will display.

Move Chart To Different Location Within Worksheet:

• Move the mouse over the chart until the mouse pointer changes to a four-headed arrow.
• Drag the chart to the desired location.

Resize Chart:

• Select one of the resizing areas along the edge or comers of the chart.
• Move the mouse button to one of these areas.
• Click and drag the mouse pointer until the chart is resized appropriately.

Move the Chart to Different Sheet:

• Click the Design Tab under the Chart Tools Contextual Tab.
• Click the Move Chart button in the Location Group.
• The Move Chart dialog box will display.
• The choices in this dialog box are:
  • As new sheet – This option will insert a new sheet into the workbook. It will be titled Chart 1 unless otherwise specified.
  • As object in – Use this option to insert the chart directly into the worksheet that the chart is based on.

• Click the New Sheet option box.
• Input a name for the Chart Sheet.
• Click the OK button.
• The chart will appear in its own window.
• The tab will appear with the rest of the sheet tabs at the bottom of the window.

Question 6.
Discuss about Chart Editing and Formatting in Excel.
Answer:
Change the Chart Style:
When a Chart is created, it appears with a pre-formatted style. The colors in the Chart can be changed by using the Chart Styles feature.

• Click the Chart Tools Design Tab.
• In the Chart Styles Group, click the Change Colors button.

• Move the mouse pointer over each of the items to see a Live Preview of the colors.
• Click one of the options to apply it to the Chart.
  or
• Click one of the Styles in the Chart Styles gallery.
• To see additional Styles click the More button.
• Move the mouse pointer over each of the options to see a Live Preview of the Style.
• Click one of the Styles to apply it to the Chart.

Format the Chart Title:

• Click the Chart Title. A box with handles will display around the Chart Title.
• Click the Home Tab.
• In the Font Group, click the Font Size arrow.
• Select a size of your choice to change the Font Size of the Title.
• In the Font Group, click the Font Color button list arrow.
• Choose a color from the Font Color palette.

Format the Chart Labels:

• Click one of the data labels at the bottom of the chart.
• A box will appear around the labels.
• Click the Increase Font Size button in the Font Group, until the size changes to the desired size
• Change the Font Color to the same color as the Title.
• Click the Bold button in the Font Group to apply bold formatting to the labels.

Format the Chart Legend:

• Click the Legend at the bottom of the chart.
• Click the Increase Font Size button in the Font Group, until the size changes to 14 point.
• Change the Font Color to the same color as the Title.
• Click the Bold button in the Font Group to apply bold formatting to the Legend.
• Click the Chart Tools Design Tab.
• In the Chart Layouts Group, click the Add Chart Element button.
• Move the mouse pointer over Legend.
• Select a location for the Legend from the list.

Question 7.
Explain the procedure to Create Pie Chart in MS-Excel
Answer:
A pie chart is an easy way to show the relationship of items to the whole. In this exercise, you will be creating a Pie Chart that will show the relationship between the computer companies in the High Tech Stock Club. The difference between a Pie Chart and a Column Chart is that a Pie Chart can have only one data series while a Column Chart can have one or more.

Create the Chart:

• To create a Pie Chart, select the range A3 through A7, the names for the four computer companies. Notice for this chart that you don’t select the column heading.
• Hold down the Control key and select the range H3 through H7, the data in the Current Value column.
• Click the Insert Tab.
• In the Charts Group, dick Pie.
• A gallery of available 2-D and 3-D Pie Chart subtypes will display.
• Click the 3-D Pie option.
• The chart will appear in the worksheet

• Click the buttons along the right edge of the selected Chart to change different areas of the chart. The Chart Tools Contextual Tabs will appear.

Move the Chart:

• Click the Design Tab under the Chart Tools Contextual Tab.
• Click the Move Chart button in the Location Group.

• The Move Chart dialog box will display.
• The choices in this dialog box are:
  • As new sheet – This option will insert a new sheet into the workbook. It will be titled Chart 1 unless otherwise specified.
  • As object in – Use this option to insert the chart directly into the worksheet that the chart is based on.
• Click the New sheet option box.
• Input a name for the Chart Sheet.
• Click the OK button.
• The chart will appear in its own window.

Question 8.
Write about AutoFill option in MS-Excel
Answer:
Auto Fill is a process that allows the user to automatically number data in a column or row. It is an easy process to add sequential numbers to rows of data by filling a column with a series of numbers or by using the Row function

Fill Column with Series of Numbers:

• Select the first cell in the range that is to be filled.
• Type the starting value for the series, such as the number 1.
• Type a value in the next cell to establish a pattern.
• For example, if the series is to be 1, 2, 3. 4,…, type the number 1 in the first cell and then a number 2 in the second cell.
• Select the two cells that contain the numbers.
• The pointer wall turn to a black box with a little square in the right corner (see illustration).
• Move the mouse pointer over the box by the little square until the mouse pointer turns to a black plus (+) sign (see illustration).

• Hold down the mouse button and drag down in the column until the desired cells are filled with numbers.
• The cells should be numbered in consecutive order starting with number 1.
• It is also possible to number the list non-consecutively. For instance, if you wanted to number the rows 2, 4, 6, 8…, type the number 2 in the first cell and the number 4 in the second cell.
• Select the two cells and use the fill handle to copy the numbers down to the additional cells.

Fill Column or Rows with Month, Day, or other Series:
The process for filling columns or rows with the month or days is the same as for filling numbers. The only difference is that you input the day of the week or the month of the year in the column. It is also possible to fill a column or row with a series of consecutive or non-consecutive dates. An illustration of each of these fill patterns is shown on the next page.

Insert Days Of Week Into Column Or Row:

• Input the first day, like Monday, into the first cell of the series.
• Place the mouse pointer into the cell that contains the first day of the week.
• Use the Fill Handle to copy the days down the column or across the row.
• The days of the week will change as the copying is done.

Insert the Month of the Year:

• Input the first month, like January, in the first cell of the series.
• Place the mouse pointer into the cell that contains the first month of the year.
• Use the Fill Handle to copy the months down in the column or across the row.
• The months will change as the copying is being completed.

Insert Consecutive Dates:

• Input the beginning date into the first cell of the column or row.
• Place the mouse pointer in the cell that contains the date.
• Use the Fill Handle to copy the date down the column or across the row.
• A different date should appear in each of the cells in the series, starting with the first date and going in consecutive order.

Insert Non-Consecutive Dates:

• Input the beginning date into the first cell of the column or row.
• In the second cell of the column or row, input the second date.
  • With this option it is possible to specify a period of time between dates, such as a month in between.
  • For instance, to specify the last day of each month, you would input January 31, 2020 in the first cell and. February 28, 2020 in the second cell.
• Select the two dates and then use the Fill Handle to copy the information to the rest of the cells in the column or row.
• The last day of the month should display in each consecutive cell.

NOTE:

• It is also possible to number other items using the Auto Fill feature such as Versions or periods of a year.
• For the version. Version 1 would be inserted into the first cell and then the Fill Handle would be used to insert Version 2, Version 3, and so forth. Each item would be numbered consecutively.
• For the periods of a year, input something like 1st year then use the Fill Handle to insert the rest of the years. The years will be inserted in consecutive order.

MS Excel and PowerPoint Long Answer Type Questions Part 2

Question 1.
Discuss about Number formatting in MS-Excel?
Answer:
Once the functions, formulas, and/or other numbers have been inserted into the worksheet, it may be necessary to format them.

• Select the cells that need to be formatted.
• Click the Home Tab.

• In the Numbers Group, click one of the options for formatting numbers.
  • Number Format – This option provides a list of different number formats that may be applied to the selected cells.
  • Accounting Number Format – This button is used to format the numbers with dollar signs, two decimals places, and commas in the thousands place. Clicking the list arrow allows the numbers to be formatted in a different currency, such as Euros.
  • Percent Style — When this button is clicked, the format will be changed to percentage. A percentage sign will appear at the end of the number.

• • Comma Style ~ To format a number without dollar signs, click this button, The number will appear with two decimal places and commas in any thousands place.
  • Increase Decimal – To increase the number of decimal places for the selected numbers, click this button. Each time the button is clicked, the number of decimal places will increase by one.
  • Decrease Decimal – This button is used to decrease the number of decimal places in the selected numbers. Each time the button is clicked, the decimal place will decrease by one.
• Click the Dialog Box Launcher button in the bottom right comer of the Numbers Group to display additional formatting options.
• The Format Cells dialog box will display
• Select the desired format for the numbers in the cells.
• Once the desired format has been selected, click the OK button.
• The number format will be applied to the selected cells.
• Some of the number formats are described in the list below.

General:

• Choose this format to display numbers without dollar signs, commas, or trailing decimal places.
• This is the Excel default format.

Number:

• This option is used for the general display of numbers.
• It is used to set the decimal places, to determine how the negative number displays, and to decide whether or not to include a comma separator.

Currency:

• This format is used to set the decimal places and negative number display.
• When this format is chosen, dollar signs and comma separators will be inserted automatically.

Accounting:

• When this format is chosen, the decimals and dollar symbol ($) will line up.
• It is possible to choose the symbol that is to be used.
• The number of decimal places can also be specified.

Date:

• Use this format to set how the date or the date and time will be displayed.
• A list of possible formats will display.
• Click the format that is to be applied to the selected cell(s).

Time:

• To specify how the time of day is to be displayed in the selected cells, select this button.
• A list of possible formats will display.
• Click the format that is to be applied to the selected cell(s).

Percentage:

• Use this format to insert a percent sign to the right of a number.
• The number of decimal places can be specified.

Question 2.
Write about formatting features of MS-Excel?
Answer:
There are several features available for formatting cells within a worksheet. Here we will provide the directions on how to work with the different formatting features within the Excel program.

• Click the Home Tab, if necessary.
• In the Cells Group, click the Format button.
• A list of options for formatting cells will display.
• The paragraphs below describes each of the options within the Format list.

Cell Size:
The options in this group are used to change the size of a column or row.

Row Height: Click this option to open the Row Height dialog box. In this box, it is possible to change the height of a selected row. Just place the insertion point in any cell within the row. To change the height of more than one row, select all the rows for which the height is to be changed.

AutoFit Row Height: This feature is used to change the height of a row to the height of the largest entry in the row. To use this feature for more than one row, select the rows that are to be changed.

Column Width: When this option is clicked, the Column Width dialog box will display. In this box, it is possible to change the width of the selected column. The insertion point can be placed in any cell of the column for .this feature to work. To change the width of more than one column, select the columns for which the width is to be changed.

AutoFit Column Width: To change the width of the selected column(s) to the longest entry in the column(s), click this option. To change the width for more than one column, select the columns.

Default Width: This option is used to change the default standard column width for worksheets in Excel. When the option is clicked, the Standard Width dialog box will display.

Visibility:
With this feature, it is possible to hide columns and rows in a worksheet.

• Hide and Unhide: To choose the options for hiding columns or rows in a worksheet, click this option. A list of choices will be displayed. Just click on one of the options to select it.

Organize Sheets:
This group is used to decide how sheets within a workbook are organized.

• Rename Sheet: Click this option to change the name of the active worksheet within the workbook. The sheet name will be highlighted. To change the name, just type the new name.
• Move or Copy Sheet: To move a worksheet within a workbook to a new location or to make a copy of the current worksheet, select this option. The Move or Copy dialog box will display. Within this dialog box, it is possible to move the worksheet to a different location or to make a copy of the worksheet.
• Tab Color: To change the color of a tab for a worksheet, move the mouse pointer over this option. A gallery of possible colors will appear. Just click the color to apply it to the sheet tab.

Protection:
The options in this group are used to protect sections of a workbook from access by others.

Protect Sheet: Click this option to apply protection to the active worksheet. The Protect Sheet dialog box will display. Within this dialog box, there are several options for protecting the worksheet. Different options can be selected by clicking the check box beside each item that is to be applied to the worksheet. A password can be set which can be used to make changes to the cells.

Lock Cell: This feature is used to lock selected cells so that changes cannot be made to them by other people. Protect Sheet must be applied before this feature can be activated.

Format Cells: This link will open the Format Cells dialog box. In this box, it is possible to make changes to the numbers in a cell, to the alignment of cells, and to other formatting features.

Question 3.
Discuss about Working with Worksheet in MS-Excel?
Answer:
Worksheet is the sub part of a Workbook. It is actual area where all the record keeping and calculation are performed. A worksheet comprises of Columns and Row and a point called Cell where a Column is intersected by a Row.

Worksheet plays a highly important role in MS Excel as all the automation in MS Excel requires worksheet as a key reference.

Selecting a Sheet:
When MS Excel is started, it automatically creates a Workbook with 3 default sheets. The default naming convention’ for worksheets is Sheet I, Sheet 2 and Sheet 3. You can select the desired sheet by simply clicking its tab below on the worksheet

You can select multiple sheets at time by keep pressing the CTRL key which clicking on the desired sheets.

Renaming Worksheets:
The default naming conventions for worksheets in Sheet in MS Excel, however, this can be changed anytime you want. Simply follow the following steps:

• Right click on the tab below the sheet
• Select Rename form the context menu
• Rename the sheet
• Press enter to apply.

• You can also rename a sheet by simply double clicking the sheet tab and this will put the name in editable mode. Now, you can change the name and press enter to apply.

Insert a Worksheet:
Inserting a worksheet is also quite simple in MS Excel. Simply, click add new worksheet icon adjacent to Worksheet tabs.

Move a Worksheet:
Moving a worksheet is quite simple. All you need to do is to select and drag the worksheet tab to the new position. For example, in this example you will observer that Sheet 1 has been moved next to Sheet 3. You can do this by following the steps below.

• Click and hold the mouse button on Sheet 1
• Drag it towards Sheet3
• Drop it at the end of Sheet3

Delete a Worksheet:
To delete a worksheet, follow the following steps:

• Right click on the desired tab below the sheet
• Select Delete form the context menu
• It will prompt for Delete Confirmation, click Delete and the Worksheet will be deleted

Copy a Worksheet:
While working in MS Excel, sometime, it happens that you need to perform the same tasks with the slight variations or maybe you need to experiment something new so the best strategy is to make a copy of your worksheet.

Making a copy is quite simple and very easy to manage in MS Excel. Follow the steps below to make a copy of your sheet.

• Right click on the sheet and select “Move or Copy” from the context menu.
• From the dialog box, check mark the “Create a Copy”
• You may also select the position for this copy. In this tutorial, you will find the copy sheet at the end.
• Click OK.

Question 4.
Discuss about Working with Rows and Columns in MS¬- Excel? OR How to Insert Rows and Columns.
Answer:
1.Inserting Row:
There are two methods of inserting a row. The first method is to select the whole row where you want to add a new row by clicking its row label. Then right click on the row label and select “Insert” from the Context Menu. This will add a row above the selected row.

Another method is by right clicking the Cell where you want to add a row. You will then select “Insert” from the Context Menu. This time, an “Insert” pop will open with multiple options, you will select “Entire Row” and will click OK. This will add a new row.

2. Inserting Column:
There are two methods of inserting a column. The first method is to select the whole column where you want to add a new column by clicking its column label. Then right click on the column label and select “Insert” from the Context Menu. This will add a column on the left of the selected column.

Another method is by right clicking the Cell where you want to add a column. You will then select “Insert” from the Context Menu. This time, an “Insert” pop will open with multiple options, you will select “Entire Column” and will click OK. This will add a new column.

3. Inserting Cell:
To insert a cell, right click the Cell where you want to add a new cell. You will then select “Insert” from the Context Menu. An “Insert” pop will open with multiple options. Now, if you want to add a cell in vertical order (column wise), you will select “Shift cells down” and click OK. This will move the selected cell downward and your blank cell will be inserted. However, if you want to add a cell in horizontal order (row wise), you will select “Shift Cells Right” and click OK. This will move the selected cell towards right and your blank cell will be inserted.

4. Deleting Rows:
The process for deleting a row is very much similar to the process of inserting a row. Here to, you will select the row, you want to delete, by right clicking its row label and selecting “Delete” from the Context Menu. This will delete your desired row.

5. Deleting Column:
The process for deleting a column is very much similar to the process of inserting a column. Here to, you will select the column, you want to delete, by right clicking its column label and selecting “Delete” from the Context Menu. This will delete your desired column.

6. Deleting Cells:
The process for deleting a cell is very much similar to the process of inserting a cell. Here to, you will click the cell, you want to delete, by right clicking the cell and select “Delete” from the Context Menu. A “Delete” pop will appear from which you will select the desired option and click OK.

Note:
Shift Cells Up: By selecting this option, your cells will move upward within the column
Shift Cells Left: By selecting this option, your cells will move to left within the row
Entire Row: By selecting this option, you will delete the entire row containing the selected cell.
Entire Column: By selecting this option, you will delete the entire column containing the selected cell.

Question 5.
Discuss about Working with Cell in MS-Excel? OR How to Increase/Decrease Row height and Column width.
Answer:
When you open a new blank workbook, the cells are set to a default size. You have the ability to modify cells, as well as to insert and delete columns, rows, and cells as needed. The following paragraphs we will learn how to change row height and column width, wrap text in a cell, and merge cells.

By default, every row and column of a new workbook is set to the same height and width. Excel allows you to modify column width and row height in different ways.

To modify column width:

1. Position your mouse over the column line in the column heading so the white cross Cursor becomes a double arrow Double-arrow.
2. Click and drag the column to the right to increase column width or to the left to decrease column width.
3. Release the mouse. The column width will be changed in your spreadsheet.

Note: If you see pound signs (#######) in a cell, it means the column is not wide enough to display the cell content. Simply increase the column width to show the cell content.

To set column width with a specific measurement:

• Select the columns you want to modify.
• Click the Format command on the Home tab. The format drop-down menu appears.

• Select Column Width.
• The Column Width dialog box appears. Enter a specific measurement.
• Click OK. The width of each selected column will be changed in your worksheet.

Note: Select AutoFit Column Width from the format drop-down menu, and Excel will automatically adjust each selected column so ail of the text will fit.

To modify row height:

• Position the cursor over the row line so the white cross Cursor becomes a double arrow Double-arrow.
• Click and drag the row downward to increase row height or upward to decrease height.
• Release the mouse. The height of each selected row will be changed in your worksheet.

To set row height with a specific measurement::

• Select the rows you want to modify.
• Click the Format command on the Home tab. The format drop-down menu appears.
• Select Row Height.
• The Row Height dialog box appears. Enter a specific measurement.
• Click OK. The selected rows heights will be changed in your spreadsheet.

Note: Select AutoFit Row Height from the format drop-down menu, and Excel will automatically adjust each selected row so all of the text will fit.

Question 6.
Discuss about Formulas and Functions in Excel.
Answer:
Formula: A formula is an arithmetic expression that calculates the values provided in the given range. It performs the intended operation (i.e. +, *, /, etc.) on the provided values and generates the desired output.

Function: A function is a procedure defined in MS Excel to execute the formulas with more ease and efficiency. An example of a function is SUM(). Normally, if you sum the values of two cells (A1 and B1), you would write a formula like A1 + B1. Now, the same can be obtained using the SUM function. The syntax would be SUM(A1 :B1).

The advantage of using the function is when you have to calculate more number of values like for instance if you are required to sum the values of Cell A1 to Z1, it will take you some time to generate the formula however, in SUM function, you will just type SUM(A1 :Z1). This will select the whole range and will apply the SUM function to produce the desired result.

Procedure for entering formulas:
Entering formula is quite simple, as illustrated in fig. below, Value 1 and Value 2 are assigned to Cell A2 and B2, Now’, the result was required in Cell C2.

Therefore, the formula is written in C2 as = A2 + B2, where A2 and B2 are cells containing values and is the operation to be performed Now the most important element of any formula or function is the “=” sign. This sign is the instruction point for MS Excel that anything written afterwards, will be a formula or a function and will be executed.

Now, let’s see some general step by step examples of entering formulas.

Example 1: Applying a formula
In this example, you will observe a “+” formula implementation on Cell A1 to Cell A3. The result will be shown in Cell A4

• Enter 3 values in Cell A1 to A3
• Select Cell A4, where the result of formula will be shown
• Type “=” and click on Cell Al. You will observe a scrolling dashes against the cell. This refers that the cell has been marked.
• Type “+” and click on Cell A2.
• Again, type “+” and click on Cell A3.
• Press “Enter” key.
• Output of the formula will be displayed in Cell A4

Example 2: Editing a formula
In this example, you will observe a change in the formula applied in Example 1, in which, “+” operation was performed. Now, in current example, the “+” operation will be changed with formula. There are two methods in which you can make the changes in the formula.

Method 1: Editing formula in output cell.

• Double Click on the Cell A4. This will put the cell in edit mode
• Change the “+” symbol with symbol
• Press Enter key

Method 2: Editing formula in Formula Bar

• Select Cell A4
• In formula bar, change the “+” symbol with symbol.
• Press Enter key

Example 3: Copy/Paste a formula
Just like values in cells, MS- Excel supports copy and pasting of formula as well. The operation is performed just like any other copy and pasting operation.

In this example, you will observe that, there are 3 values entered in Cell B1 to B3 but instead of typing the formula (as, did in Example 1), a Copy function is applied on Cell A4 and Paste function is applied on B4.

• Enter any numeric values in Cell B1 to B3
• Select Cell A4
• Click on “Copy” from Clipboard tab or Press “Ctrl + C”
• Select Cell B4
• Click on “Paste” from Clipboard tab or Press “Ctrl + V”

Applying a function in MS Excel:
Applying function in MS Excel is as simple as applying a formula. You don’t need to do any complex tasks.

In the following example, you will observe the step by step implementation of SUM function on Cell A1 to J1 and the output result will be displayed on Cell K1.

Example 1: Application of SUM function.

• Put numeric values in Cell A1 to J1
• Select Cell Kl
• Type =SUM(A1:J1)

• Press Enter key and the result will be shown in Cell K1

Example 2: Application of AVERAGE function
In this example you will be observing the application of AVERAGE function on the data from Example 1, The AVERAGE function will be implemented on Cell LI, This formula will be covering the values from Cell A1 to J1.

• Select Cell L1
• Type =AVERAGE(A 1:J1)
• Press Enter key and the result will be output on Cell L1

MS Excel and PowerPoint Long Answer Type Questions Part 1

Question 1.
What are the features of MS-Excel? (or) What are the uses of Spreadsheet.
Answer:
Microsoft Excel is an integrated electronic spreadsheet program developed by Microsoft Corporation, USA that runs on Windows Environment. It includes three components – Worksheet, graph (chart) and database management. You can use Excel to organize, analyze and attractively present data, such as a budget or sales report. Excel also supports OLE.

Excel lets you create and quickly perform what-if analyses of complex, interrelated columnar reports, in workspaces called worksheets or spread sheets. Some important features of MS- EXCEL are discussed below:

Autocalc: This feature is very useful to sum a group of numbers is selected them. Their sum will automatically appear in the status area. You can even average or count the numbers by right-clicking in the status area.

Autocomplete: EXCEL now IntelliSense to anticipate , what you are going to type! Based upon entries you’ve already made, AutoComplete will try to figure out what you intend to type, once you’ve entered a few letters. You can even choose from a list of entries you’ve used already, because Excel makes this list for you automatically. You reach it with the right mouse button.

Autocorrect: Excel can support automatically correct mistakes. These include the same features you’re used to in Word and you can create your own AutoCorrect entries.

Better Drag-and-Drop: Do you want to move a group of cells? Excel’s drag-and-drop feature lets you reposition selected portions of your spreadsheet by simply dragging them with you mouse. Properly written equations automatically adapt themselves to their new locations.

Cell tips and Scroll Tips: To help you get around better with the mouse, Excel now includes Scroll Tips. When you click and drag a scroll bar, a small window tells you what row or column you are heading for. This is great for large worksheets.

Easier Document Retrieval and Management: Excel has greatly streamlined file management. You can quickly find worksheets with Fast Find, and you can easily delete or rename files right in the open dialog box. You can even preview files before opening them.

Number Formatting: It’s easy to format numbers with Excel’s new number-formatting feature. Select your numbers and choose Cells command from Format Menu. In the Number tab, choose the number style you want to use. There are many formats, including telephone numbers, dollar amounts, and dates.

Templates and Template Wizard: Excel’s template facility has been greatly enhanced. You can choose from a variety of elegantly designed templates for your home or business. You can even have Template Wizard link your worksheets to a database. Then when you make changes in the database, your worksheet can be updated automatically.

Shared Lists: You can now have worksheets that are shared simultaneously over a network. What is the technology behind this? Who knows. But it works like this. You simply save your file as a shared list. Then anyone bn the network can open it and work on it. This is also known as multi user editing. You have the options of saving or rejecting your own changes or anyone else’s.

Question 2.
Explain the parts of a Excel Window with the help of a neat diagram
Answer:
The goal of the Excel interface is to make working with a workbook more intuitive. The Live Preview feature shows the formatting changes in the window. Just move the mouse pointer over the command and the format will display in the window.

Dialog Box Launcher:
When this button is clicked, a dialog box containing more commands for that particular group will display.

File Tab:
This tab is located in the upper left comer of the window. ‘ Contained within this tab are commands for managing Excel workbooks as a whole. For instance, this is the area where the Print, Save, Save As, Open, and Close options are located. It also contains the link to the Excel Options area, where global changes to the Excel program can be made.

Formula Bar:
The formula bar is used to display the data that is being input into a worksheet cell before it is entered into the worksheet.

Tell Me:
This Option is used to obtain help regarding a particular command. To get help, just start typing to bring information about features to your fingertips.

Name Box:
This is the box where the cell names are located. When named ranges are created, they can be accessed by clicking the arrow at the end of the name box.

New Sheet:
An Excel workbook is made up of different sheets. This button is used to add a new sheet to a workbook. The new sheet will be named Sheet 2, Sheet 3, and so forth depending on how many sheets are added.

Quick Access Toolbar:
The default buttons for this toolbar are the Save, Undo, and Redo buttons. The toolbar can be customized to contain any of the commands that you use frequently such as Open and Close.

Ribbon:
This ribbon contains the groups and buttons that make it possible to use the different commands in the Excel program. The ribbon consists of tabs which contain groups to which buttons to perform the different commands are located.

Sheet Scroll Buttons:
These buttons are used to move from one worksheet to another one in the workbook

Sheet Tabs:
Excel is a workbook with sheets similar to a book. These tabs are used to insert worksheets or charts into a workbook. A name can be applied to each tab indicating what type of data or object is located within that sheet.

Status Bar:
This bar is located at the bottom of each workbook. It is used to show the status of work within the worksheet. This is the area where the Shortcuts for viewing workbooks and the Zoom features are located.

Title Bar:
This bar displays the name of the program that is open, along with the workbook name. The help, ribbon display options, minimize, maximize/restore, and close buttons are located at the right end of this bar.

View Shortcuts:
These shortcuts are used to display a worksheet in different formats. The views are Normal, Page Layout, and Page Break Preview.

Workspace:
This is the area where data is entered into a worksheet. Formulas and Functions can also be inserted into this area of a worksheet, as well as charts, WordArt, Shapes, and other objects.

Zoom Controls:
This area is used to magnify or shrink the content of a file’ that is displayed in the workspace. The buttons on each end of the Zoom bar can be clicked to either magnify or shrink the view. The default size is 100 percent.

Question 3.
Explain the following (a) Add/Insert Worksheet (b) Creating Workbook (c) Saving Workbook (d) Opening Workbook (e) Deleting a Worksheet?
a) Add/Insert Worksheet:
When you create a new workbook, by default you are provided with 3 worksheets. You can insert additional worksheets, or delete worksheets as necessary. The maximum number of Worksheets can be inserted in excel 2003 or earlier is 255 sheets.

Using Ribbon bar:

• Select the worksheet after where you would like the new worksheet to appear. The new worksheet appears to the left of the currently selected worksheet.
• Click on the ‘Home’ tab available in the Ribbon bar of a workbook.
• You will find an ‘Insert’ tab on the right side of a ribbon bar under the Home Tab.
• Now, click on the ‘Insert’ icon available on the right side of the Ribbon bar, in order to open a drop-down list of options to be selected.
• Now, you will find an ‘Insert Sheet’ option available at the end of the drop-down list.
• Click on the ‘Insert Sheet’ option available at the end of the drop-down list to insert a new worksheet in excel.

Using Keyboard Short Cuts:

• Press and hold down the SHIFT key on the keyboard.
• Press and release the F11 key on the keyboard.
• A new worksheet will be inserted into the current workbook.
• To add additional worksheets continue to press and release the F11 key while holding down the SHIFT key.
• Alternatively we can use Alt+Shift+F1 to insert new worksheet in the current workbook.

Using Mouse:

• In a workbook, you will find a’+’ sign at the bottom of the sheet.
• Click on the’+’ sign to insert a new worksheet in excel.

b) Creating Workbook:
On starting Excel 2003 you will be presented with a new blank workbook named Book1. The new workbook will contain 3 sheets identified by the sheet tabs in the bottom left of the worksheet.

To create a new blank workbook, click the new icon on the Standard toolbar or press Ctrl + N.

Every time a new blank workbook is created it is named Book1, Book2, Book3 and so on until saved under a more appropriate name.

Excel also provide a variety of templates to use when creating new workbooks. To use one of these templates click’ New under the File menu. The New Workbook task pane will open to the right of the screen.

c) Saving Workbook:
Every workbook created in Excel must be saved and assigned a name to distinguish it from other workbooks. It is good practice to save your workbook as soon as you can, and then to regularly save it to protect against data loss.

To save your document click Save under the File menu or press Ctrl + S. If you are saving the workbook for the first time, the Save As dialogue box will appear.

Select a location to save the workbook in and an appropriate name, which will make recognizing this workbook easy in the fixture, and click Save.

From now on whenever you save the workbook, Excel will just update the workbook previously saved.

If you need to save the workbook to a different location or under a different name, choose Save As command from the File menu and follow the procedure as before. This will create another copy of the workbook.

d) Opening Workbook:
To begin working with an existing Workbook, first we have to open the Workbook. Excel offers three ways to open an existing Workbook. They are

Using Menu Commands:-

• Choose Open Command from File Menu, Following Open Dialog will appear.
• Choose the appropriate directory from Look in list and select the Workbook from the file list.
• Click on Open Button

Using Keyboard Shortcuts

• Press Ctrl+O, Open dialog will appear
• Choose the appropriate directory from Look in list and select the workbook from the tile list.
• Click on Open Button

e) Deleting Worksheets:
You can permanently remove worksheet(s) you no longer need from your workbook. Follow these steps:

• Click the tab of the single sheet you want to delete or press Ctrl as you click additional sheets.
• Right Click, Short cut menu will appear
• From Short cut menu choose Delete Command. A warning dialog box appear
• Click OK to permanently delete the worksheet(s).

Question 4.
How to select cells in Excel?
Answer:
Before entering or editing cell contents or before you can format or move cells, they need to be selected. You can select single cell or range of cells.

Selecting cells with a mouse:

To select a single cell, simply point and click in it. It becomes the active cell.

• Click on a row number to select the whole row
• To select an entire column of cells, point to the column’s heading
• Click and drag to select a range of cells
• Click on the empty button at the top-left comer of the workbook to select the entire worksheet
• To select noncontiguous cells, or groups of cells, hold down CTRL and do any of the aforementioned selection tricks.

Selecting cells with the keyboard:
While you will probably want to use your mouse for most selections, there are many keyboard selection tricks.

• If you’ve already selected a range of cells, SHIFT+SPACEBAR selects the entire row or rows in which the cells are located.
• CTRL+SPACEBAR select an entire column.
• CTRL+SHIFT+SPACEBAR select the entire worksheet.

Question 5.
Write about entering and editing text?
Answer:
To enter the text simply activates the cell where you want the text to appear and then begin typing. The text will appear in the active cell and in the Formula bar. Pressing Enter or clicking the check mark button in the formula bar concludes the text entry and places the text in the active cell. You can type up to 255 characters per cell. After you’ve entered text, you can easily increase cell sizes later or word-wrap text to accommodate the entries.

Editing Text: Editing means changing. You can edit data in your worksheet to correct a mistakes, remove data you no longer need or update data.

Method 1:

• Double-click the cell containing the data you want to edit. A flashing insertion point appears in the cell.
• Make any changes to the cell contents.
• Press the Enter key. The change will be accepted. Or to cancel your changes, press Esc key.

Method 2:

• Click the cell that contains the data you want to edit. .
• Press the Function key F2. Now the insertion point appears in the active cell itself.
• Make required Changes
• Press Enter key.

Method 3:

• Click the cell that contains the data you want to edit.
• Type the new text. It replaces the old data.
• Press the Enter key.

Undo and Redo:
The Undo command is used cancel only the most recent action. To cancel several previous actions, use undo command multiple times. On other hand, the Redo command is used to Recall the actions canceled by the undo command.

Finding and Replacing Data:
When working with a lot of data in Excel, it can be difficult and time consuming to locate specific information. You can easily search your workbook using the Find feature, which also allows you to modify content using the Replace feature.

Steps to find Cell Content (Ctrl+F):

• From the Home tab, click the Find and Select command, then select Find from the drop-down menu.
• Selecting the Find feature
• The Find and Replace dialog box will appear. Enter the content you want to find.
• Click Find Next. If the content is found, the cell containing that content will be selected.
• Clicking Find Next to locate content
• Click Find Next to find further instances or Find All to see every instance of the search term.
• Selecting Find Ail to locate every instance of the search term
• When you are finished, click Close to exit the Find and Replace dialog box.

Steps to Replace Cell Content (Ctrl+F):

• From the Home tab, click the Find and Select command, then select Replace from the drop-down menu.
• The Find and Replace dialog box will appear. Type the text you want to find in the Find what: field.

 

• Type the text you want to replace it with in the Replace with: field, then click Find Next.
• If the content is found, the cell containing that content will be selected.
• Review the text to make sure you want to replace it.
• If you want to replace it, select one of the replace options. Choosing Replace will replace individual instances, while Replace All will replace every instance of the text throughout the workbook.
• Clicking replace all
• A dialog box will appear, confirming the number of replacements made. Click OK to continue.
• When you are finished, click Close to exit the Find and Replace dialog box.

Copying and Paste Cell Contents:
When you copy or move data, a copy of the data is placed in a temporary storage area called the Clipboard. This Clipboard allows you to copy data anywhere, even into documents created by other programs. When you copy, the original data remains in its place and a copy of it is placed where you indicate.

Steps:

• Select the cell(s) you want to copy.
• Click the Copy command on the Home tab, or press Ctrl+C on your keyboard.
• Select the cell(s) where you want to paste the content.
• The copied cells will now have a dashed box around them.
• Click the Paste command on the Home tab, or press Ctrl+V on your keyboard.
• The content will be pasted into the selected cells.

Moving Data:
Moving data is similar to copying except that the data is removed from its original place and placed in the new location.

Steps:

• Select the cell(s) you want to cut.
• Click the Cut command on the Home tab, or press Ctrl+X on your keyboard.
• Select the cells where you want to paste the content. The cut cells will now have a dashed box around them.
• Click the Paste command on the Home tab, or press Ctrl+V on your keyboard.
• The cut content will be removed from the original cells and pasted into the selected cells.

Deleting Data:
To delete the data in a cell or range of cells, just select them and press Delete. However, Excel Offers additional options for deleting cells.