INCORPORATING TECHNOLOGY IN EDUCATION MODULE-2. Productivity Tools. Module Developers. Mohammad Ahsan Achakzai Ms. Adeela Ashraf Major Muzaffar

Transcription

1 INCORPORATING TECHNOLOGY IN EDUCATION MODULE-2 Productivity Tools Module Developers Mohammad Ahsan Achakzai Ms. Adeela Ashraf Major Muzaffar Module Reviewers Dr. Saubia Ramzan Dr Adeel Akram Mr. Muhammad Ghaznafar Bhatti NAHE Higher Education Commission

2 2 Pakistan

3 Table of Contents Introduction

4

5 1 1 Introduction The productivity tools module will enhance computing skills of participants in the areas of documentation drafting, presentations, data manipulation and analysis. The module is divided into three sections namely, documentation and drafting, presentations and lecture preparation and data manipulation and analysis in spreadsheets. Moreover, this module will help participants to create professional documents, incorporate and analyze related data and eventually present it. Thus, this module will enhance computing skills of participants and enable them to work efficiently not only in a professional environment but also create capabilities amongst participants that will help them adapt changes in computer related technologies. The first section, Documentation and Drafting will help participants develop skills that will result in spending more time writing and less time formatting. The section will help participants to use quick styles, document themes and building blocks for frequently used formats and contents. The second section, Making Presentations and Lecture Preparation will help individuals make effective presentations and prepare lectures using pre-designed slide formats. This section will facilitate individuals in delivering quality presentations and lectures. The third section, Data manipulation and Data analysis Using Spreadsheets will help individuals acquire the knowledge and skills required for effective use of spread sheets. The section will help individuals learn the basics of working in spreadsheets, punch data and manipulate and edit it according to the needs. Their analytical skills will enhance to an extent where they can perform independent data analyses. In conclusion, the module on productivity tools will enable individuals to work independently in a professional setting, where they will be able to effectively produce and share documents, manipulate and analyze data and use the documents and data for making presentations for efficient communication in offices and classroom setting.

6 1.1 Learning Outcomes: Upon completion of this module participants will be able to work independently and professionally in an office environment, using all the available technological and computing tools. The will be able to document and draft letters, proposals, applications and other daily routine drafts, manipulate data and analyze it using formulas, tables and graph and present their work as a presentation. Moreover, they will be able to use graphs, pictures and tables in their documents and presentations. Furthermore, they will be able to hyperlink documents and host them as a webpage. As a result, individuals will work confidently in an office environment. 1.2 How to use the manual? This manual is self explanatory; however, while using it individuals must have a personal computer with them and should practically use commands they read in this manual. The manual is just a guiding tool and won t be effective until and unless individuals practically use the commands. Therefore, to ensure maximum learning participants and users of this guide must have approach to computers. 1.3 Guidelines for resource person: Resource persons are advised to ensure that participants should know how to independently use the module. Besides that, resource person should cover all the contents; however, he/she is independent in choosing the teaching methodology, which in turn should depend upon the environment and participants. Moreover, they are required to choose duration and contents such that participants learn the most under the given circumstances and environment. 2

7 1.4 Training requirements: This training module is intended for training universities faculty members in Pakistan. However, in a specific training session participants should be nominated/ selected such that they all meet a minimum criterion. This will ensure a basic skill level of participants and resource persons will be able to teach them on equal grounds. As a result, participants will not only learn more but also performance better. Moreover, completion of module one prior to module two is a pre-requisite for all participants. 3

8 2 Documentation and Drafting Documentation and Drafting basics are designed for the computer novice but at least you should be familiar with the keyboard and mouse usage including clicking and dragging events before taking these lessons. Moreover, knowledge of how to navigate in a Windows environment will be helpful. 2.1 Getting Familiar with MS Word To start MS Word go to Start button on the task bar, point to programs and then click on MS Word. The screen will now look like the one shown here. Fig 2.1 Ms-Word environment Click the X in the upper right corner of the New Document pane to close the New Document pane The Title Bar: Title bar is located at the very top of the screen. On the Title Bar, Microsoft Word displays the name of the document on which current work done. At the top of the screen, "Microsoft Word - Document1" or a similar name is displayed. 4

9 Fig Title Bar The Menu Bar: The Menu bar is generally found directly below the Title bar. The Menu bar displays the menu. This begins with the word File and continues with Edit, View, Insert, Format, Tools, Table, Window, and Help. Fig Menu Bar Toolbars: Toolbars provide shortcuts to menu commands. Toolbars are generally located just below the Menu bar. Fig The Standard Toolbar Fig The Formatting Toolbar The Ruler: The ruler is generally found below the main toolbars. The ruler is used to change the format of the document quickly. To display the ruler: Fig Ruler 5

10 2.1.5 Document View: In Word, document is displayed in one of five views: Normal, Web Layout, Print Layout, Reading Layout, or Online Layout Normal View: Normal view is the most often used and shows formatting such as line spacing, font, point size, and italics. Word displays multiple-column text in one continuous column Web Layout: Web layout view enables to view your document as it would appear in a browser such as Internet Explorer Print Layout: The Print Layout view shows the document as it will look when it is printed Reading Layout: Reading Layout view formats the screen to make reading your document more comfortable Outline view: Outline view displays the document in outline form. Headings can be displayed without the text. If a heading is moved, the accompanying text moves with it. Before moving ahead, check to make sure it is in Normal view: Click View on the Menu bar. The icon next to Normal should have a box around it. If the icon next to normal has a box around it, press Esc to close the menu. If the 6

11 icon next to Normal does not have a box around it, continue on to the next step. Click Normal. It is now in Normal view Text Area: Just below the ruler is a large area called the "text area type document in the text area. The blinking vertical line in the upper left corner of the text area is the cursor. It marks the insertion point. As the text is typed the work is shown on the screen. The horizontal line next to the cursor marks the end of the document. Fig Text area Exiting Word: Typically, the work would be saved before exiting. To exit Word: Click File. Click Exit, which can be found at the bottom of the drop-down menu. If the text is entered, it will be prompted: "Do you want to save changes to Document1?" To save your changes, click Yes. Otherwise, click No. Specify the correct folder in the Save In box. Name the file by typing lesson1.doc in the File Name field. Click Save. 7

12 2.2 Basic Things about MS Word Horizontal and Vertical Scroll Bars: The Horizontal and Vertical scroll bars, if turned on, enable the user to move up and down or across the window simply by pressing the icons located on the scroll bars. The Horizontal scroll bar is located above the Status bar. The Vertical scroll bar is located along the right side of the screen. To move up and down the document, click and drag the Vertical scroll bar up and down. To move back and forth across the document, click and drag the Horizontal scroll bar. Fig Scroll bars Recently Used File List: If the recently used file list is enabled, clicking File displays the most recently opened files near the bottom of the drop-down menu. Click the file name to open the file quickly. 8

13 Fig File list The Delete Key: Text can also be deleted by using the Delete key. First, highlight the text to delete; then press the Delete key Overtype: The current text page can be typed over. However, it must be in the Overtype mode. Do the following to change to the Overtype mode. Double-Click "OVR" on the Status bar. The letters "OVR" should now be black Bold, Underline, and Italicize: Text can be bold, underlined, or italicized when using Word. These features can be combined Italicize - Using the Menu: On the line that begins with "Menu," highlight the word "Italicize." To do so, place the cursor before the letter "I" in "Italicize." Press the F8 key; then press the right arrow key until the entire word is highlighted. 9

14 Choose Format > Font from the menu. Click Italic in the Font Style box. The following illustrates underlining by using the menu: On the line that begins with "Menu," highlight the words "Underline these words." Choose Format > Font from the menu. In the Underline Style box, click to open the pull-down menu. Click the type of underline. 10

15 2.3 Formatting Features Cut and Paste: In Microsoft Word, text can be cut (delete) from one area of a document and save that text so it can be pasted elsewhere in the document. When text is cut, it is stored on the Clipboard. The text can also be copied. When the text is copied, it is also stored on the Clipboard. Information stored on the Clipboard stays there until new information is either cut or copied. Each time Cut or Copy executed, the old information is replaced on the Clipboard with whatever is just cut or copied AutoText: Cut and Copy both store information on the Clipboard. If text is to be stored permanently so it can be used repeatedly, use AutoText Spell Check: Word checks spelling and grammar as typed. Spelling errors display with a red wavy line under the word. Grammar errors display with a green wavy line under the error. Right click on the red or green underlined text and choose the correct word which required spell check Find and Replace: If there is need to find a particular word or piece of text, it can be used to Find the command. If there is need to search the entire document, simply execute the Find command. If there is need to limit the search of a selected area, highlight that area and then execute the Find command. After the word or piece of text is found searching for, it can be replace it with new text by executing the Replace command. 11

16 2.3.5 Replace - Using the Menu: Highlight "Monica is from Easton. She lives on the east side of town. Her daughter attends Eastern High School." Choose Edit > Replace from the menu. Type "east" in the Find What box. Click Find Next. Do not replace the "East" in "Easton." Click Find Next. In the Replace With box, type west. Click Replace. Word replaces east with west. The "East" in Eastern is highlighted. Click Replace. Eastern becomes Western. The following message will appear: "Word has finished searching the selection. Do you want to search the remainder of the document?" Click No. Click Close Font Size: In Microsoft Word, the size of your font (text) can be changed. The following exercise illustrates changing the font size Change Font Size - Using the Menu: Type the following: I am the smallest. I am a little bigger. I am the biggest. Highlight "I am the smallest." Choose Format > Font from the menu. Choose the Font tab. Type 8 in the Size field, or click 8 in the box below the Size field. Click OK. Highlight "I am a little bigger." Fonts: In Microsoft Word, the font (the "family" of type)can be changed for the text Bullets and Numbering: In Microsoft Word bulleted or numbered lists of items can easily becreate. Several 12

17 bulleting and numbering styles are available, as shown in the examples. Select the one you wish to use. To Remove the Numbering: Highlight the list again. Choose Format > Bullets and Numbering from the menu. Click None. Click OK. List is no longer numbered Bulleting: Highlight the list typed. Choose Format > Bullets and Numbering from the menu. Choose the Bulleted tab. Several styles are available.. Click the style you want to use. Click OK. List is now bulleted. To Remove Bulleting: Highlight the list again. Choose Format > Bullets and Numbering from the menu. Click None. Click OK Undo & Redo: Quick reverse of most commands is executed by using Undo. 13

18 2.4 Formatting of Paragraph Space Before and Space After: Space Before sets the amount of space before the paragraph. Space After sets the amount of space after the paragraph. Following are sample paragraphs with Space After set to 12 pt Line Spacing: Line Spacing sets the amount of space between lines within a paragraph. Single spacing is the default. The spacing for each line is set to accommodate the largest font 14

19 on that line. If there are smaller fonts on the line, there will appear to be extra space between lines where the smaller fonts are located. At 1.5 lines, the Line Spacing is set to one-and-a-half times the single-space amount. For double-spaced lines, the line spacing is set to two times the single-space amount First-Line Indent: This exercise demonstrates how to indent the left side of the first line of paragraph, as in the following example. Example - First-line Indent: The first-line indent feature indents the first line of the paragraph. The amount of the indent is specified in the By field. The remainder of the paragraph is indented by the amount specified in the Indentation field Indentation: Indentation allows to indent your paragraph from the left or right margin. The following examples show different types of indentation. Example Indentation: We will use this paragraph to illustrate several Word features. We will illustrate Space Before, Space After, and Line Spacing. Space Before tells Word how much space to leave before the paragraph. Space After tells Word how much space to leave after the paragraph. Line Spacing sets the space between lines within a paragraph Alignment: Microsoft Word gives you a choice of several types of alignment. Example Left Justified: Left-justified text is aligned on the left side. It is the default setting. 15

20 Sample Paragraph: This is a sample paragraph. It is used to illustrate alignment. Left-justified text is aligned on left. Right-justified text is aligned on the right. Centered text is centered between the left and right margins. You can use Center to center your titles. Justified text is flush on both sides. Example Right Justified: Right-justified text is aligned on the right side. Sample Paragraph: This is a sample paragraph. It is used to illustrate alignment. Left-justified text is aligned on the left. Right-justified text is aligned with on the right. Centered text is centered between the left and right margins. You can use Center to center your titles. Justified text is flush on both sides. Example Centered: Centered text is centered between the left and right margins. Sample Paragraph: This is a sample paragraph. It is used to illustrate alignment. Left-justified text is aligned on the left. Right-justified text is aligned with on the right. Centered text is centered between the left and right margins. You can use Center to center your titles. Justified text is flush on both sides. Example Justified: Justified text is flush on both sides between the left and right margins. Sample Paragraph: 16

21 This is a sample paragraph. It is used to illustrate alignment. Left-justified text is aligned on the left. Right-justified text is aligned with on the right. Centered text is centered between the left and right margins. You can use Center to center your titles. Justified text is flush on both sides. 17

22 2.5 Creating and Formatting Tables Creating a Table: To create a four-column, five-row table: Choose Table > Insert > Table from the menu. The Insert Table dialog box opens. Type 4 in the Number of Columns field. Type 5 in the Number of Rows field. Select Auto in the Column Width field. Selecting Auto allows Microsoft Word to determine the size of your column widths. Alternatively, you can enter the column width you desire. Click OK. Your table should look like the one shown here, with four columns and five rows. Fig Table creation Entering Text into a Table: To enter text into a table, simply type as you normally would. Press Tab to move to the next cell. Enter the text shown below into your table. Type Salesperson in the first cell is the first column. Press the Tab key. Type Dolls in the first cell in the second column. Press the Tab key. Continue until you have entered all of the text. 18

23 Table Salesperson Dolls Trucks Puzzles Kennedy, Sally White, Pete York, George Banks, Jennifer Selecting a Row and Bolding the Text: Click anywhere on the first row of your table. Choose Table > Select > Row from the menu. Press Ctrl-b to bold the row Right-Aligning Text: Choose Table > Select > Column from the menu. Press Ctrl-r to right-align the cells. Table should look like the one shown here. Make any needed corrections before continuing. Fig Right alignment of text 19

24 Adding a New Row to the End of the Table: Additional rows can be added to the table. The simplest way to add a new row is to move to the last column of the last row and press the Tab key. Additional text can then be typed.. Move to the last column of the last row of your table. Press the Tab key. Type the text shown here. Adding a Row within the Table: A new row can be added anywhere in the table. The exercise that follows demonstrates to add a row just above York, George: Place the cursor anywhere in the fourth row (the row with York, George as the salesperson). Choose Table > Insert > Rows Above from the menu. Add the information to the table Resizing the Columns: You can easily change the size of your column widths. Click anywhere in the table. Choose Table > Select > Table from the menu. The table is selected. Choose Table > Table Properties from the menu. Choose the Column tab. Type 1" in the Preferred Width field. This will cause Microsoft Word to set all the columns to a width of one inch. Click OK. Depending on your font, the first column of your table might not be wide enough and the text might be wrapping. 20

25 Fig Resizing of contents To widen the first column: Place the cursor anywhere in the first column. Choose Table > Select > Column from the menu. Choose Table > Table Properties from the menu. Choose the Column tab. Type 1.5 in the Preferred Width field. Click OK. Adding a New Column to a Table: To add a new column between the Salesperson and Dolls columns: Place the cursor anywhere in the Dolls column. Choose Table > Insert > Columns to the Left from the menu. Label the new column Region and add the text in the table Sorting a Table: With Microsoft Word, it is easy to sort the data in your table. To sort your table data by Region and within Region by Salesperson in ascending order: Click anywhere on your table. Choose Table > Sort from the menu. Select Region in the Sort By field. Select Text in the Type field (because you are sorting text). Select Ascending. Select Salesperson in the Then By field. 21

26 Click OK. Select Text in the Type field (because you are sorting text). Select Ascending. Select Header Row (because your table has titles across the top of the table). Microsoft Word should have sorted your table like the one shown here:- Table 2.5 Salesperson Region Dolls Trucks Puzzles Pillar, James N White, Pete N Atwater, Kelly S The Sum Function: Place the cursor in the cell located on the last row in the last column. Press the Tab key to create a new row. Type Total in the cell on the bottom row in the Salesperson column. Move to the Dolls column. Choose Table > Formula from the menu. Type =SUM(ABOVE) in the formula field, if it does not automatically appear. Select #,##0 in the Number Format field. This selection causes Microsoft Word to separate thousands with a comma. Click OK Deleting a Column: To delete the Trucks column in table 2.5 Place your cursor anywhere in the Trucks column. Choose Table > Delete> Columns from the menu Deleting a Row: 22

27 You can delete rows from your table. To delete the York, George row: Place your cursor anywhere in the York, George row. Choose Table > Delete > Rows from the menu Merge Cell: Using Microsoft Word, you can merge cells - turn two or more cells into one cell. In this exercise, you are going to create a new row at the top of your table, merge the cells, and add a title to the table. Move to the cell located on the first row of the first column of your table (the Salesperson cell). Choose Table > Insert > Rows Above from the menu. Choose Table > Merge Cells from the menu. Type Toy Sales in the new cell. Press Ctrl-e to center the title Table Headings: If Microsoft Word splits your table with a page break, the table heading will display on the first page but not on subsequent pages. To correct this problem, you can designate rows as headings. Heading rows are repeated on the top of your table at the top of each page. To designate a row as a heading: Place your cursor on the row. Choose Table > Heading Rows Repeat from the menu Table AutoFormat: You can use AutoFormats to apply borders, shading, special fonts, and color to your table. Microsoft Word lists all Formats in the Table AutoFormat dialog box. While in the Table AutoFormat dialog box, click a format to see that format displayed in the Preview box. You can customize how the format is applied. Check the features you want in the Formats to Apply and the Apply Special Formats To frames. Microsoft Word comes with a long list of AutoFormats. To apply an AutoFormat to your Name, Age, and Sex table: 23

28 Click anywhere in the table. Choose Table > Table AutoFormat from the menu. Click Table Colorful 1 in the Table Styles box. Select Heading Rows and First Column in the Apply Special Formats To frame. Do not select Last Row and Last Column. Click Apply. Your table should look like the one shown here. Fig 2.11 Table auto format 24

29 3 Making Presentation and Lectures 3.1 Preparing, designing and formatting slides Introduction to PowerPoint: PowerPoint is an application that lets you build, print, and deliver presentations. We have several options for the delivery of a presentation. The on-screen presentation allows us to use the full range of PowerPoint's features Preparation of new slide: When we start PowerPoint, the new presentation dialog box offers four choices: Fig 3.1New Presentation Dialog Box Using templates: AutoContent Wizard walks us through a series of questions designed to give information and the type of presentation you are making. The Wizard then builds a dummy presentation that will guide us in developing the content of the presentation. Open an existing presentation displays a list of recently opened PowerPoint presentations from which you can choose. 25

30 3.1.4 Auto Layout: After we have opened a new presentation, PowerPoint displays the New Slide dialog box containing several Auto Layouts. Auto Layouts provide a pre-determined layout for each specific type of slide. Fig 3.2New Slide Layout Dialog Box Page Setup for new Slides: PowerPoint assumes that you will be delivering an on-screen presentation. If we are using PowerPoint for development but will be creating 35mm slides, we should size the presentation for that medium before beginning development. 35mm slides are wider than on-screen presentations; if we develop slides before setting the page size, we run the risk of our slides not looking the way we want them to look. To size our presentation for 35mm slides: From the menu, choose FILE: Page Setup. In the Page Setup dialog box, click the drop-down box beside Slides sized for. Choose 35mm Slides. Click OK. 26

31 3.1.6 Using Placeholders: All but two of the Auto Layouts supply pre-selected places called Placeholders in which to insert text. It is important to insert text into each "title" placeholder because PowerPoint uses that information to help you orient yourself. Fig 3.3 Sample Placeholder To type in a Placeholder, click anywhere within the dotted line box and begin typing. If you do not need to use a particular Placeholder, there is no need to delete it; unused Placeholders do not display in the presentation. To move a Placeholder, Click the Placeholder dotted line box to select it. arrow. Move your cursor near the edge of that box until the cursor is a four-headed Press and drag the Placeholder to the new location. Inserting New Slides Shadowed Text: The Shadow Text Tool places a slight shadow behind the text. Although the effect is not prominent, this is an excellent tool to use to give more definition to title text. You should NOT shadow all body text since this makes it very "muddy" to read. 27

32 To shadow text: Type the text to be shadowed. Highlight the text Inserting Clipart: PowerPoint comes with a library of "clip art" that includes traditional clip art, as well as videos, photographs, and sounds. You can also insert graphics from other sources into a presentation. To access PowerPoint's ClipArt Gallery, click the ClipArt Gallery Tool (located on the Drawing Toolbar). To use a Gallery ClipArt image, in the Insert ClipArt dialog box, select the category pertaining to the type of image you are looking for. Then select the image you want. A pop-up box will allow you to: insert the image, preview the clip, add the clip to a different category, and/or find similar clips. Fig Insert ClipArt Dialog Box 28

33 3.2 Formatting Using Formatting Toolbar: To change the applied template, click and select a different template. All slides in your presentation will have the newly chosen design applied, and any charts you've created will be updated with the new color scheme. The View Toolbar is located in the lower left corner of the screen and lets you quickly move through different views of the presentation: Normal Outline Slide Slide Sorter Table default view view for textual development view for graphical development view of a thumbnail of each slide w Slidesho displays on-screen presentation Text: Options on the Text Toolbar allow you to make choices affecting highlighted text. Note: Keep in mind that some options may be hidden. To access those, click the double-headed or drop-down arrow on the toolbar. Fig Text Toolbar 29

34 3.2.3 Using Drawing toolbar: The Drawing Toolbar contains the tools (each is described in detail later in this tutorial) to incorporate objects into a presentation: Fig Drawing Tools Toolbar To insert a date, checked. Choose VIEW: Header and Footer. Make sure that the Date and time option is Choose either Update automatically or fixed. Update automatically updates the date and time on your presentation slides each time you open the presentation. Fixed allows you to type a specific date into the box that will be displayed on your slide. To insert a slide number, Choose VIEW: Header and Footer. Click the checkbox for Slide Number. 30

35 3.3 Inserting Multimedia Inserting Sound, Video Clips and Photos: Sound, video clips, or photos,can be added in the same way you insert ClipArt images. If you are connected to the Internet you can download additional clips from Microsoft's online Art Gallery by clicking on Clips Online. When you insert these objects, they are inserted in the center of the slide. You can press and drag them to new locations Activating: Activate video and sound clips before they will play in the presentation. With some file types, PowerPoint asks you when the file is inserted if you want it to play automatically, or if you want it play when clicked. To activate a clip, click the icon to select it and choose SLIDE SHOW: Action Settings. You can choose to play the clip by mouse click or by mouse over. If you choose mouse click, you will need to click the icon during the presentation to start it playing. If you choose mouse over, you need to slide the cursor over the icon to start the sound Using Charts and Graphs: PowerPoint uses Microsoft Graph to let you create simple charts in a presentation. To create a chart, click the Chart Tool. (Or choose the Chart Auto Layout and double click inside the Chart placeholder to create a chart.) How to make datasheets: A new window opens showing a dummy spreadsheet, a graph based on that dummy data, and chart menu and toolbar options. 31

36 3.3.5 How to make graphs from data sheet: Fig Sample Chart Dialog Box To insert your own data, replacing the dummy data, type in each cell as you would in any spreadsheet application How to select chart type and format the chart: You can also change the chart types, colors and other formatting by making the appropriate menu and toolbar choices. To accept the data modification and insert the chart into the PowerPoint slide, click anywhere outside the border of the chart. To modify the chart in the future, double click it to re-start Microsoft Graph. To delete the chart, select it, and then press DELETE. 32

37 3.4 Interactive Media Creating Hyperlinks: Hyperlinks cause the selection of an object to result in a move to a new location or the performance of an action. You can create your own object or choose an AutoShape Action button. To link an object with an action, select the object, then choose SLIDE SHOW: Action Settings. In the Action Settings dialog box, choose either Mouse Click or Mouse Over. Then select the button "Hyperlink to" then select the destination or action. You can also choose to play a built-in PowerPoint sound during this action and/or to highlight the object as you click it. Fig Hyperlink Action Dialog Box Using animation schemes and pasting action buttons: To animate a single object on a PowerPoint slide Select the object. 33

38 Choose SLIDE SHOW: Preset Animation. Select the animation effect you desire for the selected object. Fig Preset Animation Dialog Box Animated Layers or Slides: It is useful to bring a layered object into a presentation one layer at a time, building it on-screen. To animate a layered object or to animate each object on a slide. Choose SLIDE SHOW: Custom Animation. (You must be in Normal, Outline, or Slide View). In the Custom Animation dialog box, each object is identified in the Check to animate slide objects list. (If you don't remember what a particular object is, click the object's name in the list; that object appears selected in the preview window. Click in the object's checkbox to animate that object. It will be added to the Animation order list. To change the order that the animated objects appear, select the object in the Animation order list, then click the up or down arrow to move the object through the list. Choose whether the object appears only on a mouse click or after a specified number of seconds. 34

39 Fig Layer Animation Dialog Box To choose other effects such as sound effects and how the object appears on the slide during the on-screen presentation, click on the Effects tab. To animate text, Click on the Effects tab. In the Introduce Text section, from the drop-down box, chooses whether the text is introduced all at once, by word, or by letter. To animate charts click the Chart Effects tab. You can choose to introduce the data by series, categories, or elements Simulation: Simulation is basically the depiction of a real event. Simulations are used for mainly training purposes. These are more effective way of describing system especially dangerous systems such as flying, driving etc. Simulations slides are made easily in PowerPoint as rest of the slides are made. 35

40 3.5 Time Management Rehearse Timings: The Rehearse Timing Tool allows you to practice giving an on-screen presentation, regardless of any slide advance timings you may have set previously. The tool times not only the entire presentation, but also each individual slide, as you rehearse. Each time you advance the slide, the time is recorded. You must be in Slide Sorter View to access the Rehearse Timing Tool. Fig Sample Recorded Rehearsal Timings To use the Rehearse Timing Tool, click the Rehearse Timing Tool. When you have completed rehearsing, PowerPoint displays the total time for the rehearsed presentation and ask if you want to record the new timings. If you click "Yes," these new timings will replace any slide advance timings you may have previously set for the presentation Views of PowerPoint: Outline View allows you to type presentation text in a more word processing-like environment than does Slide View. As you type in Outline View, you can see a color thumbnail of the current slide. The text you type in Outline View is inserted into Title and Bulleted List Placeholders on the slide Using Notes Pages: 36

41 By default you have a Notes Pane beneath the Slide pane in Normal View. You can type notes in this pane, but may want to add notes in a larger area, or see how the Notes Page will appear when printed. To view the Notes Page, choose VIEW: Notes Page. Notes Pages show you a small view of the slide and give you room at the bottom to type notes. Notes are great tools to print and refer to as you are delivering an on-screen presentation. Fig Sample Notes Page In this view, the slide itself is usually displayed at about 40% in order to show the entire page on the screen. This does not provide a way for most of us to easily read the notes we are typing. To increase the viewable size of the typing area so you can see what you are typing, click the drop-down box in the Zoom Tool and select the magnification you need to increase the percentage. You can also use the VIEW: Master: Notes Master to set up master items on Notes Pages or to change the size of the slide and/or notes areas. 37

42 3.6 Printing the Presentation To print a presentation, you have several options. You can print all the slides, the current slide, or a selection of slides. Selections can be comma separated or dash separated, i.e., 2, 3, 5-9. Choose the format of the printed output. Slides prints a single page per slide on 11 x 8 1/2 paper. Notes Pages prints a single page of notes on 8 1/2 x 11 papers. Outline prints the outline of the presentation on 8 1/2 x 11 papers. 38

43 Handouts The most popular option for handouts is to print the presentation three slides per page. This option prints three slides down the left margin and a lined area to the right of each slide on which to take notes. If you choose to print two slides per page, each page will contain half-sheet views of two consecutive slides. Printing six or nine slides per page will print six (or nine) equally sized consecutive slides on each page. These options don't include space for note-taking. Fig 3.6 Print Dialog Box To give definition to printed slides, you can choose to frame the slides. This prints a simple box around each slide. If you are printing a color presentation on a black and white printer, the printer will interpret all the colors as shades of gray. Another choice is to click the pure black and white printer option. The printer then will eliminate all shading. You will lose detail, leaving only text and the outline of graphics Pack and Go: 39

44 Pack and Go packages together all the files and fonts (TrueType only) used in a presentation. When you intend to run the show on a computer that doesn't have PowerPoint installed, you may also package the PowerPoint Viewer on the disk. (The viewer is a way to display an on-screen presentation without the complete PowerPoint application being installed on the computer.) The Pack and Go Tool compresses the presentation, creating an executable file from which to run the presentation (and any additional files of the actual presentation it needs). If the presentation exceeds a single diskette, Pack and Go prompts you for additional disks. To Pack and Go your presentation, choose FILE: Pack and Go, then follow the screen prompts Activity: Create a PowerPoint presentation having 10 slides on any topic. Support your presentation with pictures, animations and drawing objects. 40

45 4 Data Manipulation and Analysis in Spreadsheets 4.1 Worksheets and Excel Basics Introduction: It is a spreadsheet package which has a number of built in functions and formulas with it. It is used for saved statistical analysis and other presentations in form of graphs and charts. To open spreadsheets go to Start menu All Programs Microsoft Excel The screen should look s follows: Fig4.1.1 Starting MS Excel Once started the spreadsheet will be observed as follows: 41

46 4.1.2 Identifying Cell Address: Left side of the picture above is scaled 1, 2, 3 these are referred to as rows in excel, and A, B, C.. Are referred to as columns. Row + Column form a cell. For example in the picture above Column A and Row 1 are highlighted in light blue color. Against them first block is border with dense black color. Fig4.1.2 Identifying Cell Getting Familiar with the Tool Bars: 42

47 The menu bar contains the tool bars namely, File, Edit, View, Insert, Format, Tools, Data, Window and Help and is viewed as: Fig4.1.3 Menu Bar To view the file menu take the cursor to he file menu and file menu commands will be dropped Similarly, for viewing other tool bars, take the cursor to the respective tool and its commands will be dropped Inserting (Deleting) New Sheet/ Workbook: To insert a new workbook follow the commands File New Blank Workbook Upon selecting new, new workbook panel will open, which is viewed as: Fig4.1.4 New Workbook 43

48 Once New Workbook panel prompts, you can choose a blank workbook, choose a workbook from existing workbook and choose a template from general templates and web page. Moreover, to insert or delete a sheet, right click on sheet nos. (1,2,3, ), you will get an interface. To add a new worksheet click insert as shown and to delete a sheet click deletes option. You can also rename sheets, move and copy them, select sheets and choose tab colors using this command Page Set-up: To adjust page size, go to the page set-up option. To proceed adopt the following commands, File Menu Page Set Up (as shown in Figure 3.A.3) Once selected, following screen will be prompted: Fig4.1.5 Page Setup Options In page setup, you can choose page layout, for instance portrait or landscape, adjust page to various sizes, choose paper size, choose print quality, adjust margins in the margins menu, add header/ footer, view print preview, and choose other print options from their respective menus. 44

49 4.1.6 Importing Data: To import external data go to Data Menu Import External Data Import Data You screen will be viewed as: Data Entry: Fig4.1.6 Importing Data To enter data in a cell, go to the specific cell and type in whatever required Data Sorting: Once the data is punched in cells, one can easily sort the data in ascending and descending order. Consider the following figure, raw data in punch column A. Then one can simply select the data and click as shown in column C) and click for sorting the data in ascending order (viewed to sort the data in descending order (viewed as in Column B). Fig4.1.8 Sorting Data 45

50 4.1.9 Merging Cells: To merge cells, select the cells as shown and click the merge cells button, and cell will merge and reflect as Viewing: To choose various views, go to View menu and choose the desired view. Options are shown below: Fig View Menu 46

51 4.2 Formatting To format cells select the cells you want to format. Once selected, right click on the mouse and the following screen will be prompted: Fig 4.2 formatting Once you click the format cell Option the following screen will appear: Numbers: Once format cell options are open, you can perform a number of tasks with the numbers, for instance, one can convert it into currency, date, time, select decimal places and fractions Alignment: To alignment text in a cell, select the text and align it horizontally and vertically. You can also choose the orientation of the text and wrap it, shrink it or merge it with the alignment options given in the following figure. 47

52 Fig4.2.2 Alignment Tools Borders: To create borders around the cell, select the specific cell and using the border options shown below, create borders: Fig4.2.3 Creating Borders 48

53 4.2.4 Fill/ Patterns: The Fill/Patterns option is use to fill color in the selected cells. You can not only choose automatic colors but can also generate you own color schemes Protection: This tool is used to provide security to your work, so that others cannot view or copy it. For instance, you can choose the option to hide formulas and comments, so that other could not view it without your permission, as the selected cells are then password protected Auto Format: To use auto formats go to Format Menu Auto Format as shown below: Fig4.2.6 Auto Formats 49

54 Once the auto format option is selected, auto formats window will appear, upon selecting a specific format; the selected cells will be arranged according to that format Header and Footer: Figure 3.A.2.b.1 above reflects the Header/ Footer option. Upon selection, the following window will appear: Fig4.2.7 Header/ Footer From the dropdown menu you can choose the desired headers/ footers as shown above. 4.3 Inserting Functions and Formulas Spreadsheets are a very strong tool for analyzing data through built in formulas. You can use all kinds of mathematical, statistical and financial formulas in spreadsheets for analyzing data. However, we will focus on only a few formulas that are expected to be used by everyone Exploring Function Library: 50

55 The function library contains all the built formulas and guidelines on how to use them. To explore the function library go to Insert Menu functions. The following window will appear; Fig4.3.1 Function Library The formulas are classified in different menus in the function library. For instance, if you want to choose the financial formulas select Financial in categories and in the function section select the desired formula. However, before any formulas, select the cells on which you want to implement the formula. Following section shows the use of sum, average, count, and max. / Min. If, median, mode, percentile, quartile and standard deviation formulas Common Formulas: Suppose we the following data punched in the spreadsheet: 12, 21, 23, 21, 23, 23, 54, 65, 65, 34, 12 The data will appear as shown in figure below: 51

56 Fig adding formula Sum Function: To apply the sum function select cells from A1-A12 and go to Insert Menu functions Sum, as shown in figure below. Upon pressing generated as shown in figure 3.B.2.2., the sum will be Fig4.3.3: Execution of the Sum Formula 52

57 The sum will appear in A12 cell, the sum in our case is 353 in our case. Similarly, the remaining formulas can also be used and the formulae for mode, median, min., max., count, average, quartile, percentile and standard deviation, all fall under the category of statistical formulas Activity 1. Enter the following data in an excel sheet in cells A2-A11: , , , , , , , , Label the column Finishing Time in cell A1. 3. Change the font color in cell A1 to Blue. 4. Convert the data to 2 decimal places. 5. Insert a column in place of column A and title it Names, 6. Enter the following names in new cells from A2-A11 in the following order: 7. Fahad, Ali, Noman, Nasir, Shahid, Haider, Usman, Adeel, Nabeel, Omar 8. Create border against the cells containing names and finishing times. 9. Select all names and center align them and convert their orientation to 45 degrees. 10. Apply the formula of sum, average, mode, median, quartile, percentile, max., min. and standard deviation on the data. Fillyellow colors in the column where you have reported the answers. 11. Save the life by the name finishing time and exit. 53

58 54