PARAGRAPH SPACING & LINE SPACING

The white spacing before and after the paragraph are called paragraph spacing. Similarly, the white spaces between adjacent lines are called line spacing. You can adjust the amount of space between consecutive lines and paragraphs in a document.

To adjust paragraph spacing, follow these steps.

• Place the insertion point in a paragraph.

• Select Paragraph from Format menu. The Paragraph dialog box will appear as shown below.

• Click the Indents and Spacing tab in the Paragraph dialog box.

• To specify amount of space before the selected paragraphs, type a number in the before box.

• To specify spacing after the selected paragraphs, type a number in the after box.

• Click OK button to apply the settings.

You can specify the amount of space in inches, points, and centimeters. For example, type 6pt to specify 6 points spacing or type 6cm to specify 6 centimeters spacing. The preview section of dialog box shows the effect of your selected spacing between the paragraphs.

To adjust line spacing, following shortcut keys can also be used for line spacing in the paragraph:

• Ctrl + 1 used to set single line spacing.

• Ctrl + 2 used to set double line spacing.

• Ctrl + 5 used to set 1.5 line spacing.

How Conditional Formatting is applied in Excel?

A formatting that is applied to a cell or multiple cells and activated only if condition is met is called conditional formatting. For example, if a condition is applied in a selection that when any value in the selection is greater than 100, the value in the respective cell will be bold. In figure below, the conditional formatting is applied to the cells C3 to CIO. When values in these cells are changed, Excel automatically updates the format of the cell's.

In conditional formatting, you have to specify a condition or criteria for formatting. The criteria is specified in the Conditional Formatting dialog box.

To apply the conditional formatting, follow the steps.

• Select the cell's, you want to apply conditional formatting.

• Choose Conditional Formatting command from the Format menu. The Conditional Formatting dialog box will appear as shown below.

• Specify the condition.

• Click Format button to apply formatting. Format Cells dialog box will appear. Specify the format you want.

• Click Add button to specify another condition. You can specify up to three different conditions.

• Click OK.

To delete the conditional formatting, follow these steps.

• Select the cell's, you want to delete the conditional formatting.

• Choose Conditional Formatting command from the Format menu. The Conditional Formatting dialog box will appear.

• Click Delete button to remove a condition. You will be asked to choose which condition (1, 2 or 3) you want to remove.

• Select the condition and click Ok button.

Setting column Width and Row Height

The width of column and height of row can be changed very easily to properly accommodate the data in cells. The width of column or height of row is changed of row is changed by using one of the following ways.

By Dragging with Mouse

The easiest and shortcut way to change the width of a column or height of a row is by dragging with mouse.

To change the width of column or height of row by dragging, follow these steps:

• Move the mouse pointer to the column heading’s border. When mouse pointer reaches the border between two column headings, mouse pointer changes to shape. Similarly, when mouse pointer reaches the border between two row headings, mouse pointer changes to shape.

• Click and drag the border to change the width of column or height of row.

By Format Menu

Another way to change the width of a column or height of a row is by using Format menu. In this way, the exact width of column and height of row is specified.

To change the width of column or height of row by Format menu, follow these steps:

• Select the column/row/cell whose width or height is to be changed.

• Click Format menu on the Menu Bar and then select Column or Row from Format menu, a sub-menu is displayed.

• Select your appropriate command from the sub-menu.

Editing the content of a cell in Excel file.

Excel provides many ways to modify the contents of worksheet cells. The word Edit refers to the action of modifying contents of cells in a worksheet. After modifying the content of a cell, the Enter or Tab key is pressed.

Excel provides three techniques to edit the content of a cell.

• By pressing F2 function key.

• By clicking in the Formula bar.

• By double-clicking inside a cell.

While editing the contents of a cell the Status bar displays "Edit", which shows Edit mode. In Edit mode, you can use different keys to navigate within the boundary of the cell.

• Press Right or Left arrow key to move one character at a time.

• Press Home key to move to the beginning of the entry.

• Press End to move to the end of the entry.

• Press Ctrl + Right or Left arrow to move to the next or previous word.

• Press Del or Backspace to delete one character right or left to the insertion point.

• Press Ctrl + Del to delete everything from the insertion point to the end of entry.

• Press F2 again to exit Edit mode.

Rotating Text in Cells

In Excel, text of cells can be rotated to any direction or to a certain angle. It is called the orientation of the text. By default, orientation of text is horizontal.

To change the orientation of text, follow these steps.

• Select cell or range of cells that contains data you want to rotate.

• Select ”Cells” command from “Format” menu OR Press Ctrl+1, Format Cells dialog box appears.

• Click Alignment tab of dialog box.

• Specify angle in ”Degrees” spin box of orientation section.

• Click “OK” button of dialog box.

Design the Background of Slide

The newly created slides as well as already existing slides are designed by applying different foreground and background color schemes. PowerPoint provides many tools to make the slides more attractive. Similarly, design templates are used to make the slides more attractive.

You can change the background of the slide to make the slide more beautiful. You can apply color or paste picture or apply many other effects to background of the slide. To change the background, follow these steps.

• Select the slide, in Normal View, of which you want to change the background.

• Select "Background" from the "Format" dropdown menu, Background dialog box appears as shown below.

• Click the drop down list box in the "Background fill" area. Select the color for background or click Effects fill option in the same list and select your choice for slide background.

• Click the Apply button to apply the background.

• Now after selecting the design we will click on apply button.

Inserting Picture into Slide

You can also insert picture into a slide to make the presentation more meaningful and beautiful. The picture can be inserted from the clipart or from any image file stored on the disk.

1. To insert picture into slide from clipart, follow these steps.

• Select the slide into which you want to insert picture.

• Select "Picture" from "Insert" menu and then select "Clip Art" from sub­menu, Clip Art dialog box appears.

OR

• Click Insert Clip Art on button the drawing toolbar.

• Select picture category and choose required picture and right click mouse on the picture, a popup menu appears.

• Select Insert command from the menu.

2. To insert picture from file stored on disk, follow these steps.

1. Select the slide into which you want to insert picture.

2. Select "Picture" from "Insert" menu and then select "From File" from sub menu, Insert Picture dialog box appears.

3. Select image file and click Insert button of dialog box.

Creating Presentation Using Design Template

PowerPoint also contains many templates with different beautiful designing. You can design an attractive and beautiful presentation by selecting one of the designed templates.

To create presentation using design template, follow these steps.

• Select the Design template option from the PowerPoint startup dialog box. OR Select "New" command from File menu, "New Presentation" dialog box appears as shown in figure below.

• Click "Design Templates" tab, a list of available design templates will be displayed.

• Select the design template and see its preview in the Preview area.

• Click "Ok" button of dialog box to add the selected template.

Creating Presentation from Scratch

You can also create presentation according to your own requirements. It is blank presentation in which you have to do a lot of work to make the presentation beautiful.

To create presentation from scratch, follow these steps.

• Select the Blank presentation option from the PowerPoint startup dialog box. OR Select "New" command from File menu, a "New Presentation" dialog box appears.

• Click "General" tab and select the Blank presentation.

• Click "Ok" button of dialog box, a New Slide dialog box appears.

• Select desired layout of the slide and click the "Ok" button of dialog box. The slide will be inserted.

• Click the text boxes one by one and add the text for title and sub-title.

Applying Borders to Cells

A border is a line drawn on any side of cell, around a cell or around a group of cells. You can add lines to the edges of the selected cell or selected multiple cells. The Borders command does not draw a line under the contents of the cell, but it draws lines on the borders of cell.

To draw line around the selected cells, follow these steps.

• Select cell or range of cells.

• Click downward arrow next to the” Borders” icon on the Formatting Toolbar and select the required option.

• Click” Border” tab of dialog box and select border options and the line style to draw border (if required)

• Click “OK” button of dialog box.

Changing Border Line Style

You can also change the line style of the border or borders of different line styles can be drawn on each side of the cells. To draw line of different styles around the cell, follow these steps.

• Select cell or group of cells.

• Open “Format Cells” dialog box and click border tab.

• Select the color of line (if required) by clicking Color dropdown list box.

• Select line style and click the border option from dialog box.

• Click ”OK” button of dialog box.

Removing Borders around the cells

You can very easily remove the borders drawn around the cells. To remove the borders, follow these steps.

• Select the cell or group of which you want to remove borderlines.

• Click the arrow next to Borders icon on the Formatting Toolbar and select first option.

Main Functions and Formula used in Excel.

There are many pre-defined functions in Excel but the most important pre­defined functions are:

• SUM function.

• AVERAGE function

• MAX function

• MIN function

• PRODUCT function

• IF function

SUM Function

It is used to add numbers given as parameters. These may be numeric values or cell references. Its general syntax is:

SUM(numberl,number2, .,.) Where

numberl, number2,... : specifies arguments which you want to add.

Example, = SUM (3, 2) returns 5. Similarly, to add values of cell range Al to A30, the function is written as:

=SUM (A1:A30)

AVERAGE Function

It is used to calculate the average of values given as parameters. These may be numeric values or cell references. Its general syntax is:

AVERAGE (numberI, number2, ...) Where

numberl, number2,... : specifies arguments for which you want to

calculate average. For example. AVERAGI. (3, 2) returns 2.5. Similarly, to calculate average of values of cell range Al to A30. the function is written as:

=AVERAGE(A1:A30)

MAX Function

It returns the largest or maximum value from a list of values. The parameters may be numeric values or cell references. Its general syntax is:

MAX (numberl, number2, ...) Where

numberl, number2,... : specifies arguments from which you want to find maximum, for example, =MAX(3. 2,45,23) returns 45.

MIN Function

It returns the lowest or minimum value From a list of values. The parameters may be numeric values or cell references, its general syntax is:

MIN(number 1, number2….) Where

numberl, number2,... : specifies arguments from which you want to

find minimum. For example, =M1N(3, 2,45,23) returns 2.

PRODUCT Function

It is used to multiply numbers given as parameters. These may be numeric values or cell references. Its general syntax is:

PRODUCT (number1 ,number2, ...) where

numberl, number2,... : specifies arguments which you want to multiply. For example, =PRODUCT (13, 2) returns 26. Similarly, to multiply values of cell range Al to A30, the function is written as:

=PRODUCT (A 1:A30).

Applying Formula in a Table in Word File.

APPLYING FORMULA IN A TABLE

Microsoft Word also allows you to perform calculations in the table by using a mathematical formula. The "Formula" command is used from Table menu to insert a formula into the cell of a table. A formula is an expression that contains any combination of numbers, references of table cells, operators and functions etc. Word inserts the result of the calculation as a field in the cell you selected. The elements of a formula are:

Operators The basic arithmetic operators that are used in formula are:

• "+" used for addition.

• "-" used for subtraction.

• "*" used for multiplication.

• "/" used for division.

• "^A" used for exponential power.

Functions The important functions that are used in table cells are:

• AVERAGE() Returns the average of a list of values.

• MIN() Returns the smallest value in a list.

• SUM() Returns the sum of a list of values.

• MAX() Returns the largest value in a list.

• PRODUCT() Returns the result of multiplication of list of values. For example, the function.

= PRODUCT (1, 3, 7, and 9) returns the v 189.

Table Reference

Table cells are referenced as Al, A2, Bl, B2, and so on, by using the letter representing a column and the number representing a row. A table is given below

with cell references.

ABC

	Al	Bl	Cl
	A2	B2	C2
	A3	B3	C3

To use cell references in formulas, use a comma to separate references of individual cells and a colon 10 separate the references of first and last cells in a designated range as shown in the following examples.

To calculate average of cells data, the cell reference:, can be written as:

=average (bl: b3) =average (al: b2)

=average (al: c2) =average (al, a3, c2)

You can also use the following references in the function.

LEFT: reference to all cells to the left side of the selected cell.

RIGHT: reference to all cells to the right side of the selected cell.

ABOVE: reference to all cells above the selected cell.

BELOW: reference to all cells below the selected cell.

For example, to calculate the sum of values of all cells above the elected cell, the formula is written as: = SUM(ABOVE)

Similarly, to calculate the average value of values of all cells located to the left side of selected cell, the formula is written as: = AVERAGE(LEFT)

To perform calculations in a table, follow these steps.

• Click the cell in which you want to display the result.

• On the Table menu click Formula, "Formula" dialog box appears.

• From the Paste function box, select a function. For example, SUM function to calculate the sum of numbers.

• To use the contents of table cells, type the cell references in the parentheses in the formula. For example, to add the numbers in cells Al and B4, the formula is written as: = SUM (al, b4)

• Select other options from the dialog box if required and then click "Ok" button to complete the operation.

Changing Paper Size and Orientation.

You can change the paper size and orientation through Page Setup dialog box. In orientation, printing direction of the document is selected. It may be:

Portrait It is selected to print the document along the length of paper. It is default setting.

Landscape It is selected to print the document along the width of paper. To set the paper size and orientation, follow these steps.

• Choose Page Setup from the File menu. The Page Setup dialog box will appear as shown below.

• Click the Paper Size tab to display the paper size and orientation options.

• Select the paper size, either by specifying its width and height or choose the predefined standard paper sizes such as legal, A4, letter etc. from the dropdown list labeled with "Paper size".

• Choose the page orientation such as Portrait or Landscape.

• Click OK button of dialog box to apply the settings.

It must be noted that you can set the size and the orientation of selected text of document. To do this, follow these steps.

• Select the text.

• Open the Page Setup dialog box.

• Specify the paper size and orientation.

• Choose "Selected text" option from the "Apply to:" dropdown list box.

• Click OK button.

Word automatically inserts section breaks before and after the selected text with new page size and orientation. If your document is already divided into sections then select the section's, and then change the required settings.